Clerk IV (Administrative Coordinator)

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 Administrative Coordinator supports the planning and execution of administrative matters in support of the Isenberg academic departments. The position acts as a liaison for academic departments with other offices in the Isenberg School of Management (ISOM) including the Undergraduate Programs Office, Graduate Programs Office, Office of Career Success, and the ISOM Dean’s and Administrative Resources Office.

 

Essential Functions

• Performs general office functions such as responding to e-mails and phone inquiries, scheduling meetings, arranging for guest accommodations and luncheon reservations, maintaining an inventory of office supplies, processing incoming and outgoing mail, and maintaining a functional filing system for easy retrieval of departmental files.
• Collaborates with department leadership, Isenberg Undergraduate Programs office, and Graduate Programs Office to manage academic scheduling processes including course and room scheduling, honors colloquium renewals, and course additions. Keeps apprised of all rules and regulations involving all aspects of course scheduling.
• Supports the academic departments, in conjunction with the Special Programs and Engagement team to execute departmental functions, guest speakers, awards, and programs. Acts as liaison between the departments and the Events Team to ensure all aspects of an event are covered, including publicity, catering needs, and award follow-up.
• Supports departments on making reservations for department guests including travel, restaurant reservations, room reservations if needed, and any other accommodations at Isenberg.
• Supports department financial accounts and issues monthly financial reports, including month end balances. Prepares financial transactions against departmental funds including purchase requisitions, purchase orders, vouchers and invoices, travel reimbursements, expense reallocations, deposits, fund transfers in and out, recharges, and contracts for services. Reviews monthly expenditures to ensure appropriateness and accuracy of all charges.
• Assists with departmental personnel processes such as faculty searches and reappointments, including close coordination and communication with the Department Personnel Committee Chair, Departmental Faculty Search Chairs, Isenberg HR, and the Departmental Chair to ensure compliance with appropriate policies and deadlines. Arranges and prepares interview schedules and travel accommodations for on-campus interviews.
• Processes personnel action forms including appointment, tenure & Promotion, sabbatical leave, Periodic Multi-Year Review (PMYR), Annual Faculty Report (AFR) and reappointment.
• Coordinates with the Isenberg Marketing and Communications team to provide accurate data on department websites and social media accounts. Additionally coordinates the creation of departmental invitations, post cards, flyers and newsletters for departmental communications.
• Remains current in and regulates compliance to University financial policies regarding departmental transactions, reimbursements and other financial activities. Understands and adheres to appropriate uses of University credit cards, reconciling card statements and resolving charge and payment issues monthly, currently using Concur.
• Stays current and implements University Procurement policies and procedures, ensuring compliance with those policies in purchasing activities and counseling faculty in appropriate purchasing requirements.
• Trains and supervises student workers. Assigns tasks and provides clarification when needed.

 

Other Functions

• Other duties as assigned.
• Provide support to department faculty, student clubs and Department Chair as needed.

 

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

• Three (3) years of office experience. An associate’s degree may substitute for two (2) years of experience. Courteous and appropriate customer service skills.
• Ability to appropriately organize and prioritize multiple and diverse tasks.
• Profici