Clerk IV - Undergraduate Programs Office

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Work type: Staff Full Time
Campus: UMass Amherst
Department: Dean - Isenberg School
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 Isenberg Undergraduate Program serves a diverse and varied group of faculty, staff, parents, and students. The Clerk IV coordinates the Isenberg Undergraduate Programs office student engagement area. Acts as a first resource for undergraduate students, faculty, parents/guardians and others to effectively triage needs, referring complex inquiries to appropriate office staff.


Essential Functions

  • Acts as first contact for undergraduate students, faculty and parents seeking information and/or academic advising. Uses Spire and Navigate to assess and meet student needs. Makes rapid decisions to either personally advise the student immediately, refer to another person or office, or arrange later appointment. Effectively triages all incoming student engagement.
  • Provides advice to students about compliance with University academic policies and procedures. Assists in providing support for students in the business minor program. Assists with change of major requests for current students based on managing advisor guidance and process major changes for internal transfer admitted students.
  • Utilizes Undergraduate Programs office specialized software applications. Remains current with the changing software and database systems utilized by Undergraduate Programs Office.
  • Participates in course registration by undergraduate majors and minor students. 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.
  • Provides information about Isenberg undergraduate programs and curricula to faculty, staff, students, and other academic deans, and off-campus correspondents.
  • Represents Isenberg undergraduate programs to the public, responds to inquiries from parents and prospective students referring to deans and advisors as appropriate, arranges visits and tours with Isenberg departments.
  • Maintains 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.
  • Supports the organization of special Isenberg undergraduate events such as the Isenberg Senior Celebration, Isenberg Welcome Day, Isenberg Induction Ceremony, and Isenberg Senior BBQ.
  • Works with vendors, Isenberg marcom, and University licensing office to purchase Isenberg swag merchandise.
  • Prepares PPT slides for digital screens in Isenberg related to UPO general messaging and events.
  • Processes travel and reimbursement for departmental travel and expenditure payments for departmental business.
  • Assists with onboarding new staff. Communicates with new staff to assess office needs. Works with facility manager to ensure office readiness. Works with TSS to ensure technological capabilities of office space.


Other Functions

  • Other duties as assigned. 


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

  • High School Diploma with three (3) or more years of relevant office experience OR Associate's Degree with one (1) or more years of relevant office experience.
  • Computer skills required: Microsoft Office applications, including Word, Excel, DocuSign, Zoom, Access, and PowerPoint; expertise with social networking applications, and website editing and updating.
  • Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
  • Ability to give written and oral instructions in a precise, understandable manner.
  • Ability to establish rapport and maintain harmonious working relationships with persons from varied backgrounds.
  • Ability to exercise sound judgment and to exercise discretion in handling confidential information.
  • High degree of organizational skills and knowledge of office administration; ability to balance work tasks in a demanding environment. Willingness and ability to work under pressure. Ability to prioritize and work on multiple tasks simultaneously.
  • Ability to take initiative in carrying out projects and understanding and applying departmental and university policy and procedures to assigned activities.
  • High level of accuracy and attention to detail.
  • Ability to understand and apply departmental & university policy & procedures to assigned activities.


Physical Demands/Working Conditions

  • Typical office environment.


Additional Details

  • Qualifications Acquired on Job:
    • Knowledge of responsibilities under both FERPA and Title IX.
    • Knowledge of Spire, Navigate macros, queries.
    • Understanding of applicable University and Isenberg Policies and Procedures.
    • Ability to develop improved office systems and protocol.
    • 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.


Work Schedule    

  • Monday – Friday, 8:30am - 5:00pm.


Salary Information

Grade 13.


Special Instructions to Applicants

Along with the application, please submit resume, cover letter, and contact information for three (3) professional references. The search will remain open until filled.


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.

Advertised: Eastern Standard Time
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.