Careers at UMass Amherst

Clerk V - IDGP - CNS (Multiple Positions)

Apply now Job no: 515147
Work type: Staff Full Time
Location: UMass Amherst
Department: Interdisciplinary Programs
Union: USA/MTA
Categories: Administrative/Office Support, College of Natural 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

Provide administrative support for interdepartmental graduate programs (IDGPs) in the College of Natural Sciences (CNS).

 

Essential Functions

  • Serve as the primary contact for students. Explain degree requirements, send reminders regarding progress, and identify when students are encountering problems. Organize, provide support for, and schedule student exams, defenses, advising, and annual reviews. Provide course maintenance, academic scheduling, and registration support as needed. Send announcements for student awards and fellowships.
  • Track graduate students from application to alumni status. Monitor and maintain records of student progress toward degree, including awards, financial assistantships, and fellowships. Monitor and generate student funding appointments. Report student progress to Graduate School as needed. Generate up-to-date reports on student progress as needed. Submit grades and grade changes for program courses.
  • Assist in New Student Orientations and graduate student recruitments including advertising, scheduling, travel arrangements, and catering. Organize and support program and student events as needed. Provide office support including database management, list maintenance, and directory updates.
  • Coordinate seminar schedules, including contacting seminar speakers, coordinating travel plans and accommodations, and coordinating speakers’ campus visits. Schedule classrooms as needed. Prepare program brochures, advertisements, seminar notices, and other materials. Maintain program websites.
  • Serve as primary contact for faculty in the graduate programs. Coordinate recruitment, participation, and communication. Provide committee support. Facilitate and take notes at program meetings and, on behalf of program leaders, prepare program-related correspondence.
  • Monitor and maintain assigned program accounts. Prepare and monitor budgets, including purchasing, reimbursements, processing student awards and fellowships.
  • Coordinate and assist in the preparation of reports on student demographics and funding for program leaders, campus units, and outside agencies.

 

Other Functions

  • Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. 
  • Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
  • Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

 

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High School Diploma or equivalent.
  • Two (2) years of experience in administrative office work.
  • Ability to compose and prepare letters, memoranda, forms, and communications (including program information) relative to the programs.
  • Ability to supervise and direct the activities of undergraduate and graduate student assistants in support of day-to-day functions for the programs office.
  • Ability to exercise sound judgment and maintain confidentiality of information.
  • Ability to set priorities and to perform multiple, complex tasks simultaneously.
  • Ability to function successfully under time constraints with minimum of supervision.
  • Ability to work well with a variety of populations, good communication skills and telephone presentation.
  • Computer proficiency with competencies in word processing, spreadsheet design, email, and databases; accuracy in keyboarding skills; use of good business English.

 

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Competence in record keeping and personnel, university graduate admissions and/or graduate student policies and procedures.
  • Experience in an academic environment.

 

Physical Demands/Working Conditions

  • Typical office environment.

 

Work Schedule

  • Monday – Friday, 8:30 am – 5:00 pm.

 

Salary Information

Grade 15

 

Special Instructions to Applicants

Along with the application, please submit a resume, cover letter, and contact information for three (3) references.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations.  (https://www.cns.umass.edu/diversity-equity-inclusion)

 

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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