Clerk V (Operations Assistant & Recruiter)

Apply now Job no: 522639
Work type: Staff Full Time
Campus: UMass Amherst
Department: Core Facilities
Pay Grade: 15
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 V - CH2P Operations Assistant & Recruiter will provide general support for lab operations and participant recruitment and coordination duties in the Center for Health & Human Performance (CH2P) in the Institute of Applied Life Sciences (IALS) core facilities.


Essential Functions

Basic lab / admin operations (40%):

  • Respond to and triage central CH2P email, phone, and walk-in inquiries; serve as an ambassador of the research facility.
  • Assist with core business functions, e.g., reviewing and managing user reservations and transactions, entering any non-CORUM (internal invoicing system) recorded charges.
  • Follow and ensure compliance with CH2P policy and procedures among facility users.
  • Assist onboarding CH2P core facility users.
  • Maintain relationships and facilitate communication with facility user base.
  • Coordinate with IALS staff, CH2P scientific staff and University IT for general laboratory maintenance; coordinate equipment maintenance and service as necessary.
  • Work with IALS marketing staff to coordinate tours of the CH2P.
  • Assist with faculty and staff travel and mileage reimbursements, in accordance with University guidelines.
  • Coordinate shipping and receiving for materials being shipped to/from the Core Facility.
  • Perform general administrative duties as assigned.

Participant Recruitment & Coordination (50%):

  • Actively seek out participants for research studies through distribution of advertising materials, facilitating relationships with local organizations, and attending local community events.
  • Screen and schedule research participants according to IRB approved protocols and methods.
  • Administer and obtain informed consent from research participants.
  • Work closely with IALS administrative staff on study-related items (parking, scheduling, participant compensation, etc.).
  • Assist with Institutional Review Board (IRB) protocol submission and renewal, including drafting, modifying, updating, and renewing protocol materials related to participant recruitment and screening.
  • Assist with administrative tasks related to human subjects research: utilize tools such as REDCap for study organization, and assist with the construction of Site Operation Manuals for studies to ensure Quality Assurance.
  • Process and track participant compensation utilizing appropriate University guidelines.
  • Perform phlebotomy services for studies conducted within the CH2P (training can be obtained while on the job if certification is not held at the time of hiring) as needed.
  • Perform DXA scans for studies conducted within the CH2P (training can be obtained while on the job if certification is not held at the time of hiring) as needed.

Purchasing (10%):

  • Purchase and maintain lab supplies and lab inventory.
  • Prepare purchase requisitions in BuyWays, to include adding new vendors and following through on purchase order generation, resolve any issues with procurement.
  • Assist Core faculty and staff with UMass bank card (“One Card”) transactions, reconciliation, and processing; reallocate charges as necessary in accordance with University policy.
  • Establish and maintain purchasing documentation, expense tracking, and budget tracking for CH2P projects & studies.


Other Functions

Performs other duties as assigned.


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

  • High School Diploma or equivalent.
  • Three (3) years of experience in an office setting. An Associate Degree or higher can be substituted for one (1) year of experience.
  • Valid driver’s license and willingness to travel locally.
  • Certified Phlebotomist, or be willing to be trained and certified.
  • Proficiency working with Microsoft Office, Microsoft Outlook, Microsoft SharePoint/Teams, Google Suite, and Zoom. Willingness and ability to learn new technological skills as the need arises.
  • Must have impeccable written and oral communication skills.
  • Excellent organizational skills.
  • Excellent customer services skills.
  • Must be able to work easily with a diverse group of constituents on and off-campus.
  • Flexibility to work with initiative and willingness to take on a variety of tasks related to the successful operation and administration of the unit.
  • Ability to work effectively under pressure and varying situations with independence.
  • Ability to maintain complete and accurate records.
  • Ability to exercise discretion when handling confidential information.
  • Ability to read, understand, apply, and explain rules, regulations and policies/procedures related to duties.
  • Experience with databases and spreadsheet.


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

  • Experience with human subject recruitment.
  • Familiarity with IRB protocols.
  • Experience with REDCap.
  • Experience in performing DXA scans.
  • Experience in procurement activities.
  • Knowledge of university purchasing systems and protocols.
  • Proficiency designing public-facing advertisements.


Physical Demands/Working Conditions

  • Typical office environment.
  • Typical lab environment.


Work Schedule

  • Monday - Friday 9:00AM-5:00PM.
  • 37.5 hours per week.


Salary Information

USA/MTA Grade 15


Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.


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.