Clerk IV (Student Leadership Center)

Apply now Job no: 519067
Work type: Staff Full Time
Campus: UMass Amherst
Department: Residence Education
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 provides administrative support for financial and payroll operations in the Residential Life Student Leadership Center (SLC). This position assists with the management of Residential Life departmental processes and operations including student staff selection and training and provides customer service and support to professional staff, student staff, vendors, and students. 


Essential Functions 

  • Serves as a member of the Residential Life Student Leadership Center (SLC) staff team to review, develop, and modify SLC policies and priorities designed to enhance student learning, student involvement and leadership, and student employment. 
  • Works with fund manager to assure that fiscal transactions are processed correctly by:  
    • Monitors expenditures against budgeted amounts, facilitates expenditures for supplies and initiatives by researching and gathering quotes, prepares and processes purchase orders. 
    • Directly supervises the processing of all SLC expenditures for 2 professional staff and 2 graduate assistants, and secondarily oversees the remainder of reallocations and recharges the graduate and professional staff within Residential Life. 
    • Develops systems and trains staff accordingly to ensure accurate financial recordkeeping. 
    • Maintains fiscal ledgers for three budget lines, including two budget lines for the Residence Hall Association, a student-run organization.  
    • Manages, trains, and facilitates the use of the Residential Life Student Sign-Out Purchasing Card. Ensures accurate records are kept up to date. 
  • Provides budget information and clerical assistance to the Business Coordinator when needed. 
  • Hires, trains, supervises, and evaluates 6-8 student employees. Monitors confidentiality of staff, coordinates schedules and workload, and disciplines staff as necessary.  
  • Prepares and maintains weekly payroll reports for supervisees and issues timely submission to Student Payroll.  
  • Trains student employees on effective and efficient data management, assessment practices, and report writing. Training also includes quality customer service, incorporates peer learning in a highly supportive environment.  
  • Provides administrative assistance and direct clerical support for 2 professionals and for Residential Life professional staff. Coordinates or assists with special projects as assigned.  
  • Coordinates reception, telecommunications, appointments, scheduling, and office coverage for the SLC. 
  • Executes anticipatory planning of the execution of multiple, overlapping cycles of administration, including student leadership elections, Move-In staff selection support, staff evaluations, and student staff training. 
  • Supervises mailroom functions including effective and efficient receipt and delivery of mail, follow up on related concerns, and stocking of and training on shared office supplies.  
  • Facilitates event planning, including but not limited to, securing liability paperwork for all student and staff participants, payments, reservations, catering, and space management. 
  • Coordinates cleaning, supplies, maintenance requests, and access for remote Residence Hall Association office. 
  • Inventories office supplies and monitors maintenance of office equipment such as photocopiers, printers, fax machines, computers, and other digital equipment. 
  • Coordinates key distribution and record keeping for student leaders in remote offices and storage closets remotely located. 
  • Assists in various design projects including recruitment flyers, website updates, and event materials. Provides recommendations, proposes language change to website updates, publications and other related communications. 
  • Serves as back-up for Residential Life Assignments, Central and East offices as needed. 
  • Uses motor vehicle to drop off and pick up materials. 
  • As required, attends workshops, classes, or training sessions to advance skills and knowledge in relevant content areas. 


Other Functions

  • Performs related duties as assigned or required. 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.  
  • 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. 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. 
  • Three (3) years’ office experience that may include, but not limited to finance, administrative, supervisory, personnel and office management functions. 
  • Proficiency with Microsoft Office and other database programs. 
  • Knowledge of budget recordkeeping. 
  • Ability to organize, plan, prioritize and follow-through on work assignments with minimal supervision, ability to work under pressure and ability to problem solve unexpected situations, questions, and multiple needs and priorities. 
  • Experience handling large volumes of data in various forms.  Ability to assimilate new information, and the ability to recall information. 
  • Ability to work with and keep confidential records and filing systems and exercise care to prevent unnecessary disclosure to others. Ability to exercise sound judgment and discretion in the handling of confidential information. 
  • Ability to assign, supervise, and review the work of student employees. 
  • Ability to provide excellent customer service to students and staff; excellent interpersonal skills, ability to relate to and work with people of diverse backgrounds. 
  • Excellent oral and written communication skills, the ability to compose routine correspondence with good attention to detail. 
  • Valid driver’s license. 


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

  • Proficiency in development and organizing multiple processes for large organizations. 
  • Proficiency in use of education and management resources, tools, and equipment. 
  • Knowledge of procurement processes including BuyWays entries and tracking requests with subsequent follow up action steps. 
  • Proficiency in use of software used in Residential Life. 
  • An understanding of the purpose of Residential Life within the University mission. 
  • Familiarity with issues of diversity and inclusion and the experience of living at college. 


Physical Demands/Working Conditions 

  • Ability to lift 25 pounds. 


Work Schedule 

  • Monday – Friday, 8:30am-5:00pm. Work includes some weekend and evening responsibilities.  


Salary Information 

  • Grade  13


Special Instructions to Applicants 

Along with your application, please submit your resume, cover letter and contact information of three (3) professional references. Posting will remain open until filled.


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.