Title: Clerk IV (Main Office Coordinator)

Executive Area: Academic Affairs

College/School/MBU: College of Info & Computer Sci

Department: Computer Science

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Onsite

Job Summary

The Main Office Coordinator sits at the reception desk in the lobby and provides a wide range of operational management and administrative support for the Manning College of Information and Computer Sciences and its three buildings.

Essential Functions

Serves as the first point of contact for students, faculty, staff, and guests who enter the Computer Science Building or Computer Science Laboratories, call the college’s main telephone line, or email the general college email account. Greets people in a professional and courteous manner at all times. Independently answers questions and resolves concerns when possible, or directs them to the appropriate person, location, or resource.

Maintains a clean, organized, professional, and welcoming reception area. Opens and closes the College’s public spaces, classrooms, and key meeting spaces each weekday. Periodically checks all public spaces in the building to ensure they are presentable and have the appropriate supplies. This involves moving tables and chairs back to their appropriate spots in conference rooms, event spaces, lobbies, and lounges. Reports any maintenance or janitorial issues to the College’s facilities team for resolution.

Hires, trains, schedules, and supervises a team of student employees to support college operations across all three buildings. Ensures the students complete their daily checklists. In the absence of student coverage, completes the daily checklist on their behalf in order to maintain operations in all three buildings. Keeps the main office’s training manual, checklists, and other materials up-to-date. Assigns students special projects as requested by leadership and oversees these projects to ensure timely and accurate completion. Evaluates student performance and creates a plan to overcome any concerns (e.g. provides additional training). Reports any ongoing concerns to the Human Resources Business Partner.

Sorts and distributes incoming mail. Creates and updates mailboxes for all staff and faculty as needed. Works with the College’s facilities and hardware group to log a large volume of incoming packages including regular deliveries of computers, hardware, or other equipment that needs to be carefully cataloged. Securely stores packages or distributes them to the appropriate building, people, or groups.

May assist with inventory and ordering of office supplies. Provides extra support to other administrative roles throughout the college during peak times as requested.

May assist with the acceptance of catering orders that are delivered to the College when needed. May provide back-up support to the College’s events team during peak periods.

Other Functions

Performs other duties as assigned to support College goals and objectives.

Minimum Qualifications

High School diploma or equivalent.

One (1) year of administrative assistant, receptionist, or related customer service experience.

Ability to arrive on time each day to perform required opening duties.

Strong written and verbal communication skills.

Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.

Independent initiative. Must have the ability to stay on task and work productively with a minimal amount of supervision or guidance.

Strong organizational skills and attention to detail, with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.

Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.

Ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions.

Strong computer skills including at least intermediate expertise with:
Email
Calendar systems such as Outlook or Google
Word processing software such as Microsoft Word or Google Docs
Spreadsheets such as Microsoft Excel or Google Sheets
Electronic filing and sharing systems such as OneDrive or Google Drive

Ability and willingness to deliver mail and packages to other buildings across campus as needed.

Ability to lift and relocate tables, chairs, and other seating to maintain presentable public areas.

Willingness to take on a variety of tasks related to the successful operation and administration of the College. Ability to adapt and work effectively as the College grows and changes.

Preferred Qualifications

Two (2) years of experience as an administrative assistant in an office setting.

Experience with databases such as Microsoft Access or FileMaker.

Additional Details

This position reports to the Associate Dean of Finance and Administration.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday-Friday; 8:30am-5pm

Salary Information

Pay Grade: USA/MTA Grade 13

Click here to view the Classified Step Scale

Special Instructions for Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.