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Resource Economics - Clerk IV - Administrative Assistant

Apply now Job no: 511005
Work type: Staff Full Time
Location: UMass Amherst
Department: Resource Economics
Union: USA/MTA
Categories: Administrative/Office Support, College of Social and Behavioral Sciences

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

 

Job Summary

The Department of Resource Economics Administrative Assistant ensures smooth and efficient administration support for personnel and financial functions, general office reception, operations and event coordination.

 

Essential Functions

  • Provide support for department financial functions and transactions. Serve as a departmental Certified Travel Preparer, assist with bank card records management and process travel and research expense reimbursements. Serve as Department Receiver for BuyWays Requisitions/Purchases for all equipment, furnishing, and supplies.
  • Assist with processing departmental personnel actions and records, including teaching assignments and contracts for part-time faculty and teaching assistants, student employee hires, additional compensations and special personnel actions.
  • Assist Director of Administration and Finance in the administrative and organizational aspects of new faculty searches. This includes using academicjobsonline.org to post the position(s), setting up user accounts for search committee members, managing the applications, and helping to arrange job candidate visits.
  • Support the Director of Administration and Finance to prepare all faculty tenure and mini-tenure cases, PMYR cases, annual faculty reports, sabbatical leave requests, unpaid leaves and course buyouts in an organized and timely manner.
  • Serve as liaison with students, parents, and other departments/programs to respond to inquiries, exchange information, and/or to resolve problems.
  • Support the planning of, and manage the execution of departmental public lectures, conferences, student and alumni events.
  • Provide a variety of administrative support services to departmental faculty, staff, and students. Serve as department Telephone User Group (TUG) representative and liaison to Information Technology Office. Responsible for tracking computer equipment inventory including loaner computers and accessories. 
  • Schedule departmental conference room and computer lab reservations for non-classroom use.
  • Serve as Departmental Physical Plant liaison. Initiate and monitor all physical plant services requests and work orders. Ensure that departmental photocopiers/equipment are maintained or repaired in a timely fashion. Manage department directories, office & hall signage, and keys.
  • Ensure Department Main Office and other department public spaces and classrooms are neat and maintained. Regularly inventory department supplies and reorder as needed.
  • Serves in a back-up role for other department staff as needed. Performs other duties as assigned by supervisor with flexibility.

 

Minimum Qualifications

  • High School Diploma and 2 years of office administration experience.
  • Ability to make sound and mature decisions and to carry out assignments in and organized and timely manner, balancing the demands of a high volume of concurrent and potentially competing projects.
  • Acute attention to detail. 
  • Extensive organizational and problem-solving skills.
  • Ability to communicate effectively, including strong writing and editing skills.
  • Ability to understand and follow complex oral and written instructions.
  • Excellent computer usage skills including email, spreadsheets, word processing, and databases.
  • Ability to work with a minimum of supervision. Ability to initiate and implement self-directed assignments.
  • Ability to work collaboratively and effectively with students, faculty, and staff from diverse backgrounds.
  • Flexibility to work in a large and complex department with a high degree of assertiveness and initiative and willingness to take on a variety of tasks related to the successful operation and administration of the department.
  • Ability to understand and apply University personnel practices, policies and procedures. Ability to make decisions in accordance with laws and regulations and to apply these appropriately.

 

Preferred Qualifications

  • Experience working in administration/HR in a higher education environment preferred.
  • Experience with UMass financial, HR and other applications strongly preferred.

 

Physical Demands/Working Conditions

Typical office environment

 

Work Schedule

37.5 hours per week

 

Salary Information

Clerk IV, Grade 13

 

Special Instructions to Applicants

To apply, please submit your application online and include a resume, cover letter and contact information for three professional references. 

 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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Applications close: Eastern Standard Time

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