Clerk IV

Apply now Job no: 516965
Work type: Staff Full Time
Campus: UMass Amherst
Department: Graduate Registrar
Pay Grade: 13
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

The Clerk IV assists the Director of the Graduate the Clerk assists the Director of the Graduate Assistantship and Fellowship Office in the review, assessment, and processing of the Graduate Fellowship and Assistantship Forms (eGFAFs) submitted by departments across campus, maintains the graduate appointment database and assists in conducting database queries and producing requested reports.  This position communicates with departmental eGFAF preparers, staff, and faculty in response to inquiries and provides up-to-date graduate student employee information.


Essential Functions

  • Reviews all Graduate Fellowship Assistantship Forms (GFAFs) received in the Assistantship Office and determines the accuracy of all data submitted.
  • Determines whether graduate student employees are eligible for tuition and curriculum fee waivers and health fee exemptions.

  • Maintains graduate student employee FERPA waiver status file/records and is knowledgeable about FERPA rules and regulations including student employee FERPA waiver status.

  • Assists with the communication, documentation and fund management for Graduate School research and travel grants, and fellowships.  

  • Reviews documents for graduate student externship requests and follows through with appropriate action.

  • Determines appropriate action when confronted with difficult student/situation and resolves or if necessary refers to the appropriate authority.

  • Recommends policy or procedure changes as related to efficiency of the Assistantship and Fellowship Office.

  • Communicates through telephone, email, in writing, and in person in response to student, faculty, and staff inquiries regarding complex set of rules and policies governing graduate student employment, graduate school grants or fellowships, including taking action when appropriate or determining appropriate referral.


Other Functions

  • Performs other duties as assigned.


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

  • High school diploma equivalent and three years of full-time or equivalent part-time experience working in an office setting. An Associate's Degree may be substituted for one year of required experience. A Bachelor's Degree may be substituted for two years of required experience.
  • Excellent interpersonal skills.


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

  • Ability to work accurately with information and data to perform assigned tasks in a timely and accurate manner.

  • Strong multi-tasking skills.

  • Ability to assess work priorities.

  • Ability to make decisions and maintain confidentiality according to FERPA.

  • Ability to use Microsoft Word, Access and Excel and to instruct others in their use.

  • Strong communication skills.

  • Ability to work with other staff in a high pressure environment with expediency and courtesy.

  • Ability to supervise and coordinate work including close supervision of part-time non-student and student workers.


Physical Demands/Working Conditions

Typical office environment.


Work Schedule

Monday - Friday 8:30am - 5:00pm


Salary Information

Grade: 13

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.