Job Information
University of Massachusetts Amherst Clerk IV (Residential Life) in Amherst, Massachusetts
Clerk IV (Residential Life)
Apply now (https://secure.dc4.pageuppeople.com/apply/822/gateway/default.aspx?c=apply&lJobID=524419&lJobSourceTypeID=801&sLanguage=en-us) Job no: 524419
Work type: Staff Full Time
Location: UMass Amherst
Department:Residential Life
Union:USA/MTA
Categories: Student Affairs & Services, 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.
Job Summary
Incumbent provides administrative support for financial, personnel and payroll operations in the Residence Education Central Office. Assists with the management of the Residence Education office operations, providing customer service support to professional staff, student staff, vendors, and students.
Essential Functions
Coordinates payroll process for 417 undergraduate Resident Assistants (RA) and Peer Mentors (PM). Prepares hire and termination Personnel Action Forms and Payroll Contracts for each RA and PM. Serves as liaison with Financial Aid and Student Payroll regarding standard student payroll issues and to ensure compliance with the RAPMU Collective Bargaining Agreement. Assists with the administration of the departmental student employee pay rate system encompassing approximately 45 employees.
Prepares and reviews weekly payroll for multiple student positions, such as RAs, Peer Mentors (PMs), and Administrative Office Assistants (AAs). Prepares weekly payroll for all Residence Education professional and classified staff (45+).
liaison to University Human Resources and Student Employment/Financial Aid regarding staff and student payroll issues.
Prepares weekly Time and Labor reports. Review for accuracy. Obtain signature(s) and submit to HR. Maintain time and attendance files. Run queries as required and/or requested.
Serves as administrative support for professional staff searches. Assists with searches for office student staff by reviewing applications, assisting with question design, scheduling and participating in interviews, and providing feedback.
Coordinates and compiles confidential staff feedback as part of PSU Performance Management Program and Graduate staff evaluation process.
Hires, trains, supervises, and evaluates 3-5 student employees (FTE 1-3).
Serves as functional supervisor to student admin office staff in matters including time and attendance, student payroll, and budget management. Reviews performance and makes recommendations to direct supervisors as needed.
Works with Residence Education fund managers (1 Business Coordinator and Associate/Assistant Directors) to assure that fiscal transactions are processed correctly. Facilitates expenditures for major purchases by researching and, as required, obtaining quotes. Prepares and processes purchases through BuyWays purchase orders and Procard orders; serves as liaison among student groups, other departments, Residence Directors, Residence Education staff and outside vendors.
Monitors budget, maintains financial balances; prepares paperwork and supervises the processing of Residence Education expenditures for 30+ professional staff and 10+ graduate staff. Assists staff on rules and requirements.
Prepares monthly and annual reports. Participates in the development and implementation of Residence Education fiscal policies and procedures. Prepares cost studies and projections.
Utilizes one personnel Procard and oversees two Student Procards. Advises/trains student staff and their supervisor on use of the Student Procard.
Supplies Residence Education offices (Central, Assistant Director (AD), Residence Director (RD), RA, and Residence Education Resource Center (RERC) and Projects/committees.
Serves as primary back-up to the Residence Education Business Coordinator and as primary back-up for the Residence Education Clerks (IV).
Provides administrative assistance and clerical support (direct and indirect) for 37-40 professionals.
Provides input on Residence Education policies and procedures.
Provides information, guidance and assistance to graduate and undergraduate student staff, including Assistant Residence Directors, Resident Assistants and Peer Mentors.
Coordinates reception, telecommunications, appointments, scheduling, and office coverage for the Residence Education Central Office.
Coordinates mail and material distribution and provides courier services for Residential Life.
Inventories office supplies and monitors maintenance of office equipment such as photocopier, printers, and any audio/digital equipment for each RD’s office, each RA Office and one RERC office.
Attends workshops, classes or training sessions as required to advance skills and knowledge in areas such as computers and software/programs; management, interpersonal, and supervision skills.
Operates a motor vehicle to transport supplies and equipment to various work centers.
Performs related duties, as assigned or required. Understands responsibilities with respect to Title IX, Clery, and other compliance requirements.
Demonstrates capacity, skill and willingness to engage students, and contribute to student success.
Works collaboratively with other campus stakeholders. Understands responsibilities, with respect to conflicts of interest, and behaves in ways consistent both with law and with University policy.
Contributes toward creating a positive, respectful workplace. Uses access to sensitive and/or not yet public University related information only in the performance of responsibilities of position and exercises care to prevent unnecessary disclosure to others.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
High school diploma or equivalent.
Three (3) years of office management experience.
Office coordination skills.
Ability to supervise student employees.
Ability to utilize Microsoft Office programs and web-based data management systems.
Ability to work with and keep confidential records and filing systems.
Valid Massachusetts driver’s license (Class D).
Ability to work under pressure; good retention skills and ability to assimilate new information quickly.
Strong interpersonal skills and ability to work with people from diverse populations such as students, parents, agency staff and department co-workers.
Knowledge of budget record keeping and procedures related to purchasing.
Ability to initiate, organize, plan, prioritize and follow through on work assignments with minimal supervision.
Knowledge of English, spelling, punctuation, arithmetic and office practices and procedures.
Ability to understand and follow oral and written instructions.
Working knowledge of the maintenance, operation and application of various office machines.
Knowledge of appropriate business etiquette.
Ability to work some evenings and weekends.
Physical Demands/Working Conditions
Typical office environment.
Additional Details
Advanced knowledge of Microsoft Office programs. Familiarity with and ability to use University systems such as HRDirect, SPIRE, and Outlook.
Knowledge of University and Residential Life’s policies and procedures.
Knowledge of BuyWays Procurement System.
Work Schedule
Monday – Friday; 8:30am-5:00pm.
Ability to work some nights and weekends.
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.
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 28 2024 Eastern Daylight Time
Applications close: Dec 1 2024 Eastern Standard Time