Clerk IV

Apply now Job no: 514651
Work type: Staff Full Time
Campus: UMass Amherst
Department: CNS Advising Center
Pay Grade: 13
Categories: Administrative/Office Support, College of Natural Sciences

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.  The College of Natural Sciences is the largest academic unit on the UMass Amherst campus, includes 14 departments and two schools, serves over 7,000 undergraduate students and nearly 1,000 graduate students, and has a presence in 18 buildings on Campus.


Job Summary

Under the direction of the Associate Dean of Undergraduate Education and Development in the College of Natural Sciences (CNS), supports the mission of the CNS Advising Office and its four units in promoting the academic success of our students. Tailored to the needs of units, these activities include the intake and resolution of student advising questions or concerns or triaging them to the appropriate resources such as CNS advisors. Other unit support includes scheduling student advising appointments and meetings, reserving rooms and supervising student workers.  Also responsible for maintaining and assessing the day-to-day operations of the Advising Center to maximize its functionality and service to its stakeholders.  Also serves as the administrative assistant to the Associate and Assistant Deans in the CNS Advising Office.


Supervision Received

Functions independently within the mission of the CNS Advising Center. Independent judgment is exercised in the performance of duties and daily responsibilities. Works under the supervision of the Associate Dean for Undergraduate Education and Development.


Direct Reporting Staff

Supervises 3-4 undergraduate/graduate students


Essential Functions

  • Acts as first contact for undergraduate students, faculty and parents seeking information and/or academic advising. Makes rapid decisions to either personally advise the student immediately, refer to another person or office, or arrange later appointment. Must effectively triage all incoming student traffic.
  • Offers advice to students about compliance with University academic policies and procedures such as late adds or withdrawals, registration procedures, etc.
  • Provides information about CNS undergraduate programs and curricula to faculty, staff, students, and other academic deans, and off-campus correspondents.
  • Represents CNS to the public, responds to inquiries from parents and prospective students referring to deans and advisors as appropriate, arranges visits and tours with CNS departments.
  • Edits, maintains, and updates the CNS Advising Office web site.
  • Provides clerical support for the CNS advising team and development of CNS undergraduate student success programs and opportunities (e.g., New Students Orientation, Lee-SIP, TSAP, BioPioneers, career fairs, Prehealth Networking Dinner, scholarships).
  • Participates in course registration by undergraduate majors. Tasks associated with this responsibility include: add students to off­line and restricted courses, remove registration holds from student records, and process course enrollment overrides, and late adds and withdrawals.
  • Maintain the appointment calendars of team advisors. Ensures that students meeting with advisors are assigned to an appropriate advisor and that advisors have access to all materials required for advising.
  • Serve as liaison to Office of Student Success for the maintenance of the Navigate platform.  Ensure that the platform is operating daily.
  • Maintain a computer database of CNS undergraduate majors; generate reports (e.g., mailing lists) from the database as requested by the Associate and Assistant Deans, and others. Also generate, update, and maintain needed physical academic records of CNS undergraduate majors.
  • Coordinate grade submission and instructor evaluations (SRTI scores) for NatSci courses.
  • Act as liaison to CNS department advising units, the Scheduling Office, and college staff.
  • Use 25Live platform to schedule rooms for non-course uses such as seminars, workshops, programs, meetings, and admissions functions etc.
  • Hire, train, and supervise CNS Advising student support staff. Assign staff tasks and schedules.
  • Support the organization of special CNS undergraduate events such as the CNS Senior Celebration, CNS Ice Cream Social, and CNS Cookout.
  • Serves as administrative assistant to the Associate Dean, including the collection of student success data and the preparation of reports and documents.
  • Tracks the overall office budget and those of the units including ordering, expenditures and travel reimbursements.  Maintains office supplies and equipment, arranging for repairs as needed.
  • Use the Class Automated Proposal System (CAPS) Schedules platform to schedule the Natural Science (NATSCI) courses, including all 1st year seminars and enroll students and teaching assistants into these classes as needed.
  • Appoints graduate students teaching the CNS First Year Seminar and arranges for their compensation.
  • Assists in the preparation of promotion cases for NatSci non-tenure track faculty.
  • Supports the searches and search committees for hiring new NatSci faculty and staff including preparation of hiring documents, tracking of search materials, reporting of search outcomes, and communications with job candidates.
  • Prepares SPIRE and Navigate queries. Uses these queries to create lists of service indicator/holds (e.g., probations, suspensions, and dismissals) to submit to the Registrar to process. Requests student databases from the Registrar's office and the Office of Institutional Research to compile statistics and extract specific academic information as needed. Oversees and manages reporting of this information.
  • Creates and manages email lists; coordinates student mailings.
  • Performs other duties as required.


Other Functions

  • Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. 
  • Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
  • Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.


 Qualifications Acquired on the Job (list knowledges, skills, abilities)

  • Specific knowledge of university and college academic rules and regulations.
  • An understanding of college and university organizations.
  • Expertise with Spire, Student Success Collaborative, and other university software platforms.
  • A campus-wide network of contacts to support problem solving.


Minimum Entrance Requirements

  • High School diploma and five years of full-time or equivalent part-time experience in general office and clerical work, as well as  ability to deal tactfully with office clientele.
  • Ability to multitask in a fast-paced environment with distractions. 
  • Must enjoy working with students.
  • Ability to organize and set priorities. 
  • Ability to take initiative, utilizing self-motivation in exercising independent judgment concerning any aspect of the job; ability to work with minimal supervision and follow through on assignments.
  • Superior typing/word processing skills, including a knowledge of proper grammatical rules, spelling, punctuation, good attention to detail, and careful proofing.
  • Expertise with software programs such as Word and Excel.  Comfort with cloud content management and file sharing services such as Box and Google Apps.
  • Willingness to learn and keep abreast of technical upgrades and innovations.
  • Ability to establish and maintain both physical and electronic filing systems.
  • Ability to establish and maintain congenial relationships with students, faculty, staff, and the general public, and to establish and maintain a good working relationship among co-workers and other University staff and the community.
  • Excellent interpersonal skills (i.e. telephone technique and the ability to interact successfully with all members of diverse populations including: the public, staff, faculty and students).
  • Ability to handle difficult situations in an appropriate manner (i.e. irate parents, frustrated students, crisis or emergency situations).
  • Ability to understand, interpret, explain, and apply complex rules, policies and procedures.
  • Ability to give written and oral instructions in a precise and understandable manner.
  • Ability to supervise and monitor student workers.
  • Good retention skills and the ability to assimilate new information quickly.
  • Ability to be punctual and to maintain a consistent work schedule.


Work Schedule

  • May be required to work some weekends.  (37.5 hours per week)


Salary Information

Grade 13


Special Instructions to Applicants


 As part of a commitment to their own multicultural community, CNS seeks an individual with a commitment to diversity and one who will understand and embrace university initiatives and aspirations. (

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.