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

The Academic Data and Credentialing Specialist (Clerk IV) plays a vital role in managing student placements, faculty assignments, course scheduling, and credentialing within the institution’s academic data systems. This position ensures the accuracy and integrity of academic records while supporting credential verification and compliance for faculty and clinical partners. Working closely with program directors, faculty, and clinical site representatives, the specialist helps maintain the seamless coordination of academic and clinical operations. This position requires a balance of detailed clerical work and an understanding of broader academic workflows.

Essential Functions

• Maintain and update academic data systems with accurate records on students, faculty, courses, and clinical sites.
• Coordinate the scheduling of clinical placements, faculty assignments, and course offerings in alignment with programmatic needs and academic calendars.
• Collect, track, and verify required documentation and credentials for faculty and preceptors, ensuring compliance with internal policies and external regulatory requirements.
• Collaborate with program directors, faculty, and external stakeholders to verify and reconcile scheduling and credentialing information.
• Perform data audits, imports/exports, and reconciliation to ensure integrity across multiple platforms and reports.
• Generate reports and summaries to support planning, accreditation, and compliance tracking.
• Support system transitions and process improvements, including training and documentation related to academic data and credentialing processes.
• Maintain the confidentiality and security of sensitive academic and personnel data.

Other Functions

• Create routine correspondence and forms as needed.
• Work collaboratively with other campus stakeholders to fulfill the mission of College.
• Maintain awareness of pertinent University, College of Nursing and specifically student clinical timelines and deadlines and gauges activities to meet these deadlines.
• Contribute toward creating a positive and respectful workplace defined by personal and professional integrity, and collaboration.
• Understand and contribute to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
• Use access to sensitive and/or not yet public-university related information online in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.
• Perform other duties as assigned.

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

• High School Diploma.
• Minimum of two (2) years office experience.
• Familiarity with academic workflows such as course scheduling, faculty credentialing, student placement, and compliance tracking.
• Experience using educational or credentialing management platforms (e.g., EXXAT, Typhon, MedHub, or similar systems) is strongly preferred.
• Proficiency with Microsoft Excel and the ability to manage data through spreadsheets and system interfaces.
• Strong organizational and communication skills, with a commitment to data accuracy and timely follow-up.
• Ability to work collaboratively with faculty, staff, and external partners while managing multiple priorities.
• A proactive approach to solving problems and improving systems and workflows.

Preferred Qualifications

• Experience working in higher education or healthcare education.

Physical Demands/Working Conditions

• Typical office environment activity.
• May require travel in the greater New England area to attend meetings.

Work Schedule

• Monday to Friday, 8:00AM to 4:00PM.
• 37.5 hours/week.

Salary Information

Grade 13

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.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.