Clerk IV (Administrative Coordinator)
University of Massachusetts Amherst

Job no: 525251
Work type: Staff Full Time
Location: UMass Amherst
Department: Office of Equity & Inclusion
Union: USA/MTA
Categories: Administrative & Office Support, USA/MTA

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

Join a dynamic team at UMass Amherst's Office of Equity & Inclusion as the Administrative Coordinator. Reporting to the Director of Administration, this position provides comprehensive administrative support to the whole office, ensuring the office's services are carried out efficiently and professionally. This position offers an opportunity to contribute to our commitment to inclusion and belonging while supporting essential administrative functions.

Essential Functions

• Manages daily accounting and HR functions for the Office of Equity and Inclusion, including purchase orders, payments, contracts, and travel. Oversees budget management, reviews changes, reconciles bank statements, and handles discrepancies. Negotiates funding transfers with other executive areas and oversees contract and purchase order creation.
• Provide administrative support to the Assistant Vice Chancellors and Senior Directors, including scheduling meetings and appointments, managing calendars and preparing confidential reports.
• Answers, screens, and responds to phone calls and emails directed to the OEI office, using personal judgment to determine urgency, resolve issues, or route requests to the appropriate person. Works with the Director of Administration to gain clarity on policies or procedures, and solve problems as needed.
• Coordinates travel arrangements (flight, hotel, transportation, etc.) and itineraries for OEI Leadership. Assists with travel authorizations and reimbursements in accordance with university travel policies and procedures.
• Manages institutional memberships on behalf of the Office of Equity and Inclusion, its staff, and, when necessary, other university personnel.
• Maintain efficient organizational procedure, electronic files, and shared drives.
• Maintain equipment and inventory of office supplies and replenish as needed.
• Coordinates office operations by managing schedules, room reservations, and catering for meetings. Handles logistics such as space reservations, invitations (e.g., Zoom), and setup of food and beverages. Prepares materials and records accurate minutes, distributing them as needed.
• Prepares reports, spreadsheets, and forms, and drafts general correspondence and memorandums on behalf of the OEI Office.
• Attend University trainings and meetings as necessary to update knowledge of procurement and travel policies and procedures.
• Provide administrative assistance to the Director of Administration as needed, including preparation of financial reports and budgets.

Other Functions

• Identify opportunities to streamline administrative processes, improve efficiency, and enhance office operations. Make recommendations for procedural changes or enhancements as appropriate.
• Perform other duties as assigned to meet executive area and University goals and objectives.

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

• At least three (3) years of full time, or equivalent part time experience providing excellent customer service and administrative support, preferably in an office setting.
• High school diploma or equivalent. An associate's degree may substitute for two (2) years of the required experience.
• Demonstrated commitment to equity, diversity, inclusion, accessibility, and justice.
• Excellent organizational, communication, and interpersonal skills, with the ability to establish and maintain working relationships with diverse populations.
• Ability to work independently and effectively with a high degree of discretion in a confidential environment. Ability to work cooperatively and collaboratively as part of an effective team.
• Working knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint. Ability to learn and adapt to new software programs as needed.
• Ability to organize and prioritize tasks appropriately to meet deadlines while maintaining high standards of accuracy and quality.
• Capability to independently resolve routine administrative issues and escalate complex matters appropriately.

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

• Prior experience working in higher education administration.
• Familiarity with university policies and procedures.

Physical Demands/Working Conditions

• Typical office environment activity.

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

USA 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.

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: Oct 21 2024 Eastern Daylight Time
Applications close: Jan 21 2025 Eastern Standard Time