About UMass Amherst
The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.
Job Summary
Under the direction of the Assistant Dean of Advising and Student Success, the Office Manager (Clerk IV) position supports the mission of the College of Engineering Office of Student Affairs (OSA). Responsible for maintaining and assessing the day-to-day operations for the OSA to maximize its functionality. Serves as the primary reception and customer service representative for OSA, directing public inquiries to appropriate parties, and providing guidance to students or directing them to the appropriate resources such as College of Engineering advisors, department advisors, or Deans. Responsible for maintaining a clean and professional reception area. Provides administrative support to the Office of Student Affairs Advising Team, Assistant Deans, and Associate Deans. The College of Engineering includes five departments including eight majors and serves over 2,000 undergraduate students and nearly 1,000 graduate students.
Essential Functions
- Acts as first contact for undergraduate students, faculty and parents seeking information and/or academic advising. Must effectively triage all incoming student traffic and inquiries. Makes rapid decisions to either personally address the question or issue, refer to another person or office, or arrange a appointment.
- Answers questions about compliance with university academic policies and procedures such as late adds or withdrawals, registration procedures, etc.
- Represents College of Engineering to the public, responds to inquiries from parents and prospective students, referring to deans and advisors as appropriate.
- Provides clerical support for the College of Engineering Office of Student Affairs advising team and College of Engineering undergraduate student success programs.
- Tracks advising caseloads, assigns advisors in SPIRE, and handles advising hold removal as needed.
- Uses 25Live platform to schedule rooms for non-course uses such as seminars, workshops, programs, meetings, and admissions functions, etc.
- Uses CAPS platform to schedule ENGIN classes and FYS classes at the college level.
- Supports hiring and training of College of Engineering Office of Student Affairs student support staff.
- Supervises College of Engineering Office of Student Affairs student support staff. Assign staff tasks and schedules.
- Supports the organization of special College of Engineering Advising events, such as Come Home To Your College, Senior Celebration, etc.
- Provides administrative support for community college outreach and bridge programs.
- Assists Assistant Dean of Advising and Student Success with SPIRE and Navigate queries. Uses these queries to create lists of service indicator/holds (e.g., probations, suspensions, and dismissals) to submit to the Registrar to process.
- Answers the College of Engineering advising and tours email accounts, as well as general office phone, triaging as needed.
- Provides administrative support around petitions and forms.
- Manages College of Engineering Tours (process, set up, and operations).
- Maintains OSA office supplies and orders new supplies as needed.
- Independent judgment is exercised in the performance of duties and daily responsibilities.
Other Functions
- Performs other duties as assigned in support of the mission and goals of the College of Engineering.
- Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness in a respectful, collegial and professional office environment.
- Work in partnership with colleagues within the Engineering community and across the campus to support the Dean’s strategic priorities.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- High School Diploma plus two (2) years of full-time experience in office work.
- An associate’s degree or above may substitute for one (1) year of required experience.
- Excellent interpersonal communication and public relations skills.
- Excellent written communication skills.
- Computer word processing, spreadsheet, and database management skills.
- Excellent organizational skills.
- Detail oriented with good time management skills and the ability to work independently and in a team.
- Strong problem-solving skills.
- Ability to work effectively under pressure in varying situations with independence, competent judgment, discretion and tact.
- Ability to learn the University software platforms such as Spire, Navigate/EAB, SPIRE, CAPS, and 25Live.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Experience in Higher Education.
- Advanced abilities using Microsoft Office or other software platforms.
Physical Demands
- Typical office environment.
Work Schedule
- Monday-Friday, 8:30am-5:00pm; 37.5 hours per week.
- Occasional evening or weekends hours for special events.
- 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
USA/MTA Grade 13
Special Instructions to Applicants
Along with the online 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.
As part of a commitment to their own multicultural community, Engineering seeks an individual with a 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.