Clerk V

Apply now Job no: 508690
Work type: Staff Full Time
Campus: UMass Amherst
Department: English
Pay Grade: 15
Categories: Administrative & Office Support

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

This position will provide executive-level assistance and administrative support to the Chair of the English Department; supervise departmental clerical staff; liaison between faculty and the Chairman and staff; maintain records for all faculty and staff; produce correspondence and press releases for the English Department; administer faculty and staff searches; and assist the Chair of the Department Personnel Committee.


Essential Functions

  • Provide confidential executive-level support to the Chairman of the English Department by scheduling appointments and meetings, and preparing correspondence.
  • Supervise clerical staff, including interviewing applicants, making hiring recommendations, and training. Review available staff training and recommend new training to staff members as appropriate. Assist staff as necessary with any work issues including dispute management, new technology, health and safety, and other issues. 
  • Initiate classified Personnel Action Forms. Maintain personnel records for the clerical and professional staff, adjunct faculty, and faculty. Prepare official and confidential memoranda relating to personnel actions for faculty and regarding academic matters, offers to candidates, sabbatical leave applications, Annual Faculty Reports, requests for new faculty positions, promotion and merit recommendations, and FMLA forms.  Maintain confidential files for faculty members and committees within the department.  Schedule meetings at the request of the Chair or the Chair of the Personnel Committee. Initiate requisitions for all faculty and staff hires and maintain applicant files. Prepare all appointment forms for newly hired faculty and staff, and arrange their New Employee Orientation.
  • Communicate with potential job applicants for faculty and staff searches.
  • Serve as liaison to International Programs Office to initiate visa requests for students and faculty.
  • Send out and receive appropriate letters and forms, maintain data from those documents, and generate statistics reports.
  • Responsible for all Affirmative Action statistics and paperwork, which includes interaction with the Provost’s Office, Dean’s Office and Office of Equal Opportunity and Diversity.
  • Inform recruitment committees of proper search procedures, including confidentiality concerns as outlined by the Equal Opportunity and Diversity Office. Correspond with applicants who have questions and concerns. Assist search committee Chairs with relevant protocol as to documentation of the search.  Maintain applicant files and paperwork for 3 years. Attend workshops on search procedures and documentation.
  • Independent of supervision:
    • Produce general correspondence, administer faculty list-serv, maintain files of donors and prepare thank you letters for them; prepare reappointment memos for staff and adjunct faculty, prepare reappointment memos for untenured faculty in second year of service, prepare memos for Equal Opportunity and Diversity office and the Graduate Dean; write the Weekly Bulletin, announce and manage the annual Class of 1940 Creative Writing Awards (open to all undergraduate majors), and report results to the Development office (sponsors of the event).
    • Arrange several special events each year: reserve the venue, work with speakers and/or their agents on behalf of the department, arrange travel and accommodations, arrange and manage invitations for special guests, arrange dinners or other social events in honor of special guests, prepare news releases when necessary, arrange media, security, hiring and training support staff, prepare programs, and other tasks associated with a large public event.
    • Initiate the annual committee election cycle in the department and prepare materials for the Nominating Committee. Collect and count ballots and report election results to the Chair.
    • Serve as liaison to other University offices, including Campus Security, Ombudsman’s Office, the Dean of Students office, Handicapped Student Affairs, the Dean and staff of CHFA, the Provost’s Office, and Physical Plant, among others.
  • Compile reports and provide projections for the Chair and the Chair of Department Personnel Committee.
  • Report time and labor each week for faculty, staff, graduate hourly, and student workers.  Administer the hiring process for student and hourly employees (except for graduate TAs and TOs). Arrange staff vacation breaks to ensure office coverage.
  • Serve as the center of information for the department, providing information when appropriate, or re-directing inquiries to an appropriate destination. 


Other Functions

  • Performs other duties as assigned.


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

  • High School Diploma or equivalent.
  • Three years of office work experience. 
  • Ability to assess work priorities.
  • Excellent verbal and written communication skills
  • Experience supervising work staff.
  • Ability to maintain confidential personnel records, documents and communications.


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

  • Knowledge of University policies and procedures.
  • Knowledge of personnel policies and procedures.
  • Knowledge of departmental policies and procedures.
  • Knowledge of PageUp.
  • Knowledge of APWS.
  • Five years of experience working with university personnel policies.


Physical Demands/Working Conditions

Standard office environment.


Work Schedule

Monday through Friday, 8:30 to 4:30 


Salary Information

Grade 15


Special Instructions to Applicants

To apply, please provide a cover letter, resume, 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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The University of Massachusetts is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.