Clerk IV (Assistant to the Department Head)

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

Provides administrative assistance to the Department Head. Handles the day-to-day operation of the Astronomy Department Office. Generates all forms relating to personnel. Assists the Graduate Program Director (GPD) and Undergraduate Program Director (UGPD). Manages departmental website, social media page, and departmental listserv. Serves as the scheduling representative.

 

Essential Functions

• Provides administrative assistance to the Department Head, Department Honors Representative, Continuing Education Representative, and Scheduling Representative for the department. Uses SPIRE and 25Live to schedule classrooms as needed.
• Processes personnel actions forms for department. Tracks reappointments. Consults with department Administrative Supervisor to determine funding availability. Assists with tenure and promotion files, sabbatical leaves, Periodic Multi Year Review (PMYRs) and Annual Faculty Reports (Academic Personnel Workflow System (APWS) as needed.
• Maintains biographies, pending-and-current support, and other ancillary files relevant for proposal and grant submission for faculty and other personnel authorized to submit proposals to federal and private agencies.
• Acts as a liaison to the Dean’s Office and College Personnel, other campus agencies, external agencies, and the public. Acts as a resource, source recipient, and router of information.
• Provides administrative support for Degree Program Directors (Undergraduate and Graduate Programs). Provides support to the Graduate Admissions Committee. Accesses and views student records in SPIRE and assist faculty and students with adds/drops/grade changes and class registrations. Sends periodic reminders to faculty and students about upcoming academic deadlines.
• Acts as liaison and communicates with the Graduate School and relevant Undergraduate Offices. Prepares and forwards relevant documentation related to various actions for Graduate and Undergraduate Students (including, but not limited to admissions to Ph.D. candidacy, advertisement of Ph.D. defenses, etc.).
• Compiles and prepares reports for various departmental, University, and outside agencies.
• Maintains and updates Astronomy Department’s website using appropriate web software (currently utilizing Drupal). Maintains the department’s social media (Facebook) page. Maintains the department’s alias listings (listserv) on the server. Maintains and update the Astronomy Department’s internal web pages.
• Provides support for department searches, including support to Search Committees. Prepares appropriate Equal Opportunity and Diversity and other paperwork as needed.
• Plans and organizes departmental events and activities.
• Acts as liaison to the Physical Plant. Acts as departmental coordinator for ongoing maintenance concerns. Initiates work requests as needed.
• Supervises undergraduate student employees.

 

Other Functions

• Works collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. 
• Works in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
• Performs other duties as assigned in support of the mission and goals of the College of Natural Sciences.
• Maintains and order keys for personnel as needed.
• All other duties as required.

 

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

• High School diploma plus two (2) years relevant experience or Associate Degree plus one (1) year of relevant work experience; or equivalent.
• Ability to work as a team member to promote a cooperative and mutually productive work environment.
• Working knowledge of office practices and procedures.
• Requires excellent verbal and communication skills.
• Must demonstrate a high level of English proficiency and the ability to write concisely and communicate effectively.
• Ability to exercise sound judgement and discretion in the handling of confidential