Clerk IV / CMASS Office Manager

Apply now Job no: 511184
Work type: Staff Full Time
Campus: UMass Amherst
Department: CMASS - Ctr Multicul Advancmnt
Pay Grade: 13
Categories: Student Affairs & Services, 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

Reporting to the Director of the Center for Multicultural Advancement and Student Success (CMASS), the Office Manager is responsible for maintaining a welcoming office environment, efficient execution of business processes and daily operations, administrative and logistical support grounded in collaboration and positive dialogue for student success and identity-based programs within the Advocacy, Inclusion and Support Programs collaborative in Student Affairs and Campus Life.


Essential Functions

  • Establishes customer service protocols for in-person, phone, and electronic communication resulting in welcoming and caring environment responsive to the needs of stakeholders utilizing a variety of programs and services.
  • Ensures efficient daily operations of programs and services by coordinating calendars and appointments, dissemination of information, maintaining inventory of supplies, and problem-solving basic system errors of office equipment, and other issues as they arise.
  • Coordinates building maintenance, efficient use of common areas, and manages room reservations. 
  • Implements business processes for annual budget of $150,000-250,000 across multiple accounts, inclusive of preparing/processing contracts, purchases, payroll, travel, track expenditures/transfers/revenue, prepares monthly reports and informs budget requests.  
  • Supports event logistics and serves as liaison to on campus services as needed.
  • Provides direct administrative support to the director, maintains accurate records and confidentiality.
  • Assists in hiring and developing a team of student staff to execute a variety of projects.
  • Maintains contemporary knowledge of office/administrative support, customer service, and technology, and applies new knowledge as appropriate.
  • Ability to work evenings and weekends.
  • Performs other duties as assigned.


Other Functions

  • Performs related duties as assigned or required to meet Department, Executive Area/Division, and University goals and objectives.
  • Understands responsibilities with respect to Title IX, Clery and other compliance requirements.
  • Demonstrates capacity, skill and willingness to engage students and contribute to student success.
  • Works collaboratively with other campus stakeholders to fulfill the mission of Student Affairs and Campus Life.
  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
  • Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
  • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others. 


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

  • High School Diploma or equivalent plus 3 years of full-time or equivalent part-time office experience
  • At least 3 years of experience managing an office
  • Proficiency with Microsoft Office and other database programs. 
  • Experience applying policies for compliance
  • Bookkeeping and customer service experience
  • Supervisory experience
  • Excellent verbal and written communication skills
  • Excellent organization, planning and implementation skills
  • Experience overseeing an office including inventory, maintenance, use of computers, (word processing, database management and report generation), copy machines, printers, fax, and other office equipment.
  • Ability to work with and keep confidential records and filing systems and exercise care to prevent unnecessary disclosure to others. Ability to maintain accurate records.  Ability to exercise sound judgment and discretion in the handling of confidential information.
  • Ability to supervise, assign, and review work of student staff.
  • Ability to initiate, organize, plan, prioritize and follow through on work assignments with minimal supervision
  • Excellent organizational ability, ability to handle many tasks simultaneously and effectively.
  • Strong interpersonal skills and ability to work with people from diverse populations such as students, parents, agency staff and department co-workers.
  • Ability to deal tactfully with others, exercise sound and independent judgment and exercise discretion in handling confidential information.
  • Ability to understand and carry out oral and written instructions.
  • Familiarity with spreadsheet, word processing and database packages.
  • Ability to work in a highly computerized environment.
  • Ability to provide customer service for a college-age group of clients in a professional setting, which includes instruction and guidance.
  • Considerable knowledge of English, spelling, punctuation, arithmetic, and office practices and procedures.  Strong oral/written communication skills.  Ability to understand and follow moderately complex oral and written instructions.
  • Knowledge of appropriate business etiquette. 
  • Familiarity with issues of diversity and social justice.


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

  • Associate’s Degree with 3 years of experience
  • Experience supervising students
  • Experience working in higher education
  • Bilingual


Physical Demands/Working Conditions

  • Typical Office Environment
  • Ability to lift 45 pounds.
  • Valid driver’s license and access to vehicle


Work Schedule

M-F 8:30am-5:00pm 37.5 hours per week


Salary Information

Grade 13


Special Instructions to Applicants

Along with your application, please submit 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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Applications close: Eastern Standard Time

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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.