Job Information
University of Massachusetts Amherst Clerk IV (Office Manager - CNS Advising Center) in Amherst, Massachusetts
Clerk IV (Office Manager - CNS Advising Center)
Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=524387&lJobSourceTypeID=801&sLanguage=en-us) Job no: 524387
Work type: Staff Full Time
Location: UMass Amherst
Department:CNS Advising Center
Union:USA/MTA
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. The College of Natural Sciences is the largest academic unit on the UMass Amherst campus, includes 14 departments and two schools, serves over 7,000 undergraduate students and nearly 1,000 graduate students, and has a presence in 18 buildings on Campus.
Job Summary
Under the direction of the Director of First Year Advising, this position supports the mission of the CNS First-Year Advising Center. Coordinates all advising activity for the First Year Advising Center, including managing the advising calendar via Navigate, and coordinating and tracking all advising activity. Responsible for maintaining and assessing the day-to-day operations of the Advising Center to maximize its functionality. Serve as the primary reception for the First Year Advising Center, providing guidance to students or directing them to the appropriate resources such as CNS advisors or Deans. Responsible for maintaining a clean & professional reception area and providing excellent customer service to all visitors to the CNS First-Year Advising Center. Other unit support includes scheduling student advising appointments and meetings, reserving rooms, ordering supplies, and supervising Peer Advisors or other student staff as needed. Provide administrative support to the First Year Advising Team, Assistant and Associate Deans.
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. 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 CNS to the public, responds to inquiries from parents and prospective students referring to deans and advisors as appropriate, arranges visits and tours with CNS departments.
Edits, maintains, and updates the CNS First-Year Advising Center web site.
Provides clerical support for the CNS first year advising team and CNS undergraduate student success programs.
Tracks advising caseloads, assigns advisors in SPIRE, and handles advising hold removal as needed.
Maintains appointment calendars of team advisors. Ensures that students meeting with advisors are assigned to an appropriate advisor and that advisors have access to all materials required for advising.
Serves as liaison to Office of Student Success for the maintenance of the Navigate platform. Ensures that the platform is operating daily.
Uses 25Live platform to schedule rooms for non-course uses such as seminars, workshops, programs, meetings, and admissions functions etc.
Hires, trains, and supervises CNS First-Year Advising student support staff. Assign staff tasks and schedules.
Supports the organization of special CNS First-Year Advising events, such as Come Home To Your College, Senior Celebration, etc.
Supports the searches and search committees for hiring new advising staff including preparation of hiring documents, tracking of search materials, reporting of search outcomes, and communications with job candidates.
Prepares 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. Requests student databases from the Registrar's office and the Office of Institutional Research to compile statistics and extract specific academic information as needed. Oversees and manages reporting of this information.
Contributes to the college-level graduation clearance process.
Answers the CNS Student Success email account, triaging as needed.
Provides administrative support around petitions and forms.
Trains in Marketing Cloud to provide emails to select CNS student populations.
Supports, as needed, the function of the CNS Student Success Center.
Performs other duties as required.
Supervision Received
Works under the supervision of the Director of First Year Advising. Functions independently within the mission of the CNS Student Success Center. Independent judgment is exercised in the performance of duties and daily responsibilities.
Direct Reporting Staff
Functionally supervises 3-4 undergraduate/graduate students.
Other Functions
Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness.
Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.
Qualifications Acquired on the Job (list knowledges, skills, abilities)
Specific knowledge of university and college academic rules and regulations.
An understanding of college and university organizations.
Expertise with Spire, Navigate/EAB, SPIRE, and other university software platforms.
A campus-wide network of contacts to support problem solving.
Minimum Qualifications:
High School diploma and two (2) years of administrative experience or related higher education experience. As Associate's degree or higher in a related field can be substituted for two (2) years of experience.
Strong typing/word processing skills, including a knowledge of proper grammatical rules, spelling, punctuation, good attention to detail, and careful proofing.
Comfort with software programs such as Word and Excel.
Comfort with cloud content management and file sharing services such as Teams, Box and Google Apps.
Preferred Qualifications:
Knowledge of university policies and practice.
Advanced abilities using Microsoft Office or other software platforms.
Ability to organize and set priorities.
Demonstrated ability to work with minimal supervision and follow through on assignments.
Work Schedule
Monday-Friday, 8:30am-5:00pm.
37.5 hours per week.
May be required to work some weekends.
Salary Information
USA/MTA Non-Exempt 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.
As part of a commitment to their own multicultural community, CNS seeks an individual with a commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.cns.umass.edu/diversity-equity-inclusion)
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: Aug 14 2024 Eastern Daylight Time
Applications close: Nov 14 2024 Eastern Standard Time