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University of Massachusetts Amherst Clerk IV (Conference Services) in Amherst, Massachusetts

Clerk IV (Conference Services)

Apply now ( Job no: 517203

Work type: Staff Full Time

Location: UMass Amherst

Department:Conference Services


Categories: Food Service/Hospitality

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

Meets with academic and non-academic groups to arrange functions and conference registration services. Performs event registration and room scheduling duties. Attends events and functions to ensure compliance with regulations and smooth operations.

Essential Functions

  • Coordinates facets related to conference registration services, including the creation and management of web-based forms and websites.

  • Implements charges, credits, and adjustments, and creates invoices for event registrations, in addition to billing and payment processing by credit/debit card, check, cash, and wire transfer/EFT to be reported out to the Business Office and other financial operations teams.

  • Trains staff performing clerical work such as utilizing a computer database and specialized software in the performance of conference registration-related services.

  • Oversees the Conference Services and Conference Registration area telephone and email systems to assist customers with various conference-related needs.

  • Prepares conference promotional materials and conducts pre- and post-conference correspondences.

  • Provides key contacts and event attendees with information related to on-campus lodging, event classes/workshops, conference meal plans, and other conference specific items, including completing lodging and/or class assignments and sending required forms and agreements through the registration software.

  • Provides site-related event planning; acts as on-site presence/liaison between customers and Auxiliary Enterprises Conference Services and Campus Center Complex to ensure smooth operation before and during events.

  • Coordinates meeting and dining room space requests as related to physical set-up, audiovisual, property, catering, information and telecommunications needs within the Campus Center Student Union Complex requiring decisions about facility usage and conformance with facilities policies on usage of the facilities.

  • Provides pre-planning site tours to potential customers; including Registered Student Organizations, academic departments and non-University clients.

  • Coordinates the planning of space requests with related departments and on/off campus clients. Finalizes and executes prearranged requests as they relate to the subject services.

  • Functions as a liaison between academic departments and other groups as well as Conference Services and Auxiliary Enterprises staff to coordinate services for complex events.

  • Maintains a working knowledge of the Campus Center Complex physical structure, properties, rules, regulations and general operating procedures for use in facility scheduling functions.

  • Prepares various financial and event attendance-related reports as required.

  • Performs miscellaneous clerical work as required.

  • Makes referrals of work orders to appropriate areas relevant to physical needs.

  • Monitors compliance of event sponsors and participants with building policies and procedures and Environmental Health and Safety procedures.

  • Provides functional supervision of set-up crews and technical support staff for major events.

  • Participates on committees as requested.

Other Functions

  • Performs other duties as assigned.

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

  • High school diploma or equivalent.

  • Two (2) year's of catering and/or event booking experience.

  • Knowledge of office practices and procedures; experience with general clerical work.

  • Working knowledge of office appliances and their application; particularly computers, printers and fax machines.

  • Working knowledge of office record keeping and reporting.

  • Ability to develop effective office work procedures.

  • Ability to understand and follow oral and written instructions.

  • Ability to communicate with other employees and the general public in a clear and concise manner, both orally and in writing.

  • Ability to prepare operating and statistical tabulations and reports.

  • Typing and data entry skills.

  • Ability to maintain good working relationships with other department employees and the general public.

  • Considerable working knowledge of catering food service operations and/or sales.

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

  • Hospitality industry work experience.

  • Supervisory experience.

  • Ability to organize and supervise the work of clerical subordinates performing a variety of functions.

Physical Demands/Working Conditions

  • Typical office environment.

Additional Details

  • Works under the direct supervision of the Senior Conference Coordinator/Registrar.

Work Schedule

  • 37.5 hours per week.

  • Varies depending on department needs; may include holidays and weekends.

Salary Information

Grade 13

Special Instructions to Applicants

Applicants must complete online application, submit a resume and provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Dec 15 2022 Eastern Standard Time

Applications close: