Clerk IV (HR Assistant - CNS Dean's Office)

Apply now Job no: 520579
Work type: Staff Full Time
Campus: UMass Amherst
Department: Dean - Natural Sciences
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 HR Assistant serves as an integral part of the support staff for personnel work processed through the College of Natural Sciences (CNS) Administrative office. Ensures smooth and efficient administration of the personnel management processes for the College of Natural Sciences. This position is a resource to CNS department heads, directors, and staff in matters relating to personnel actions.  Maintains confidentiality with respect to all aspects of the position.


Essential Functions

  • Performs the day-to-day administration of paperwork and ensure timely submission of paperwork to Central Human Resources, Equal Opportunity & Diversity, and the Provost’s Office.
  • Serves as primary Time and Labor coordinator for the Dean’s Office. Compiles and reports Time and Labor information in an appropriate and timely manner. 
  • Verifies and processes prepared paper and electronic forms and documents for submission to administrative offices (Central Human Resources, Provost’s office) for all areas within CNS.
  • Verifies accuracy of information and computations on forms including, but not limited to, personnel actions, requisitions, and search documentation relative to all employee types. 
  • Views and monitors personnel actions via HRIS system to ensure compliance with college, university, state and federal regulations and funding sources. Reviews search packages for accuracy and assures completeness. Initiates and maintains appropriate files.
  • Performs financial functions on numerous accounts including: view speed type information and understand appropriateness of expenditure on fund; cost-share expenditures, question use of fund type based on suitability of action. Keeps current with financial related policies including up-to-date fringe benefit rates for numerous accounts.
  • Serves as a resource to departmental staff on matters relative to time and labor, personnel actions, provide clarity on university personnel procedures, and advise department personnel coordinators on all matters regarding compliance and the preparation of personnel paperwork including searches, hires, funding, visas, and waivers. Monitors accuracy of actions processed through Human Resource and work with departments to resolve discrepancies. Fields routine questions from University HR offices and resolve problems/issues with departments.
  • Maintains files for faculty, exempt and non-exempt employees within the college.
  • Composes and prepares routine correspondence, proofread materials and check for accuracy and completeness. 
  • Provides general office coverage.


Other Functions

  • Generates and runs public queries in the HR system as requested or as needed.
  • Prepares personnel action forms or other documents as needed. 
  • Drafts documents for managerial staff as requested.
  • Assists with search processes as needed.
  • Provides support for the management/exempt staff in CNS in areas related to researching personnel questions, compiling information for reports, and other issues as requested.
  • 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.


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

  • High school diploma or equivalent plus a minimum of three (3) years' of relevant office experience.
  • May substitute two (2) years' of business related post-secondary education for two (2) years of the required experience.
  • Ability to exercise discretion in handling and maintaining confidential information.
  • Ability to effectively use word processing, text editing, spreadsheet and database programs, e-mail, and internet browsers.  
  • Ability to perform arithmetical computations with relative speed and accuracy. Ability to work accurately with names, numbers, codes and or symbols.
  • Ability to follow written and oral instructions; ability to assemble items of information in accordance with established procedures.
  • Ability to write, coordinate and compile reports, correspondence, etc., using correct policies and procedures. 
  • Excellent interpersonal skills with the ability to communicate effectively in oral expression, and to establish and maintain positive working relationships with others, and to deal tactfully with others.
  • Ability to work with minimal supervision and take initiative in carrying out projects, reports, correspondence, etc.
  • Ability to prioritize workload effectively and efficiently.
  • Ability to work effectively with on-campus organizations, such as Central Human Resources, International Program Office, Talent Management etc.


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

  • Associate’s Degree in Business Administration or related field.
  • Experience working in an office in the field of Human Resources.
  • Experience with a Human Resources Information System (HRIS).
  • Demonstrated knowledge of relevant federal and state laws, rules, policies, and procedures governing human resources.
  • Familiarity with UMass specific HR systems-including but not limited to HR Direct, PageUp, Rapid Student Hire, SPIRE,etc.
  • Supervisory experience.


Physical Demands/Working Conditions

Typical office environment.


Work Schedule

  • Monday–Friday 8:30am–5:00pm.
  • This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement, therefore.


Salary Information

Grade 13


Special Instructions to Applicants

Please apply online and provide a cover letter, resume, and contact information for three (3) professional references. The search will remain open until filled.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated 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, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 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.