Clerk III (Seminar Coordinator - Hybrid Opportunity)

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

The Seminar Coordinator - Clerk III is responsible for coordinating weekly seminars and providing administrative support for the department. Serve as co-receptionist for the Chemistry Department's main office. Provide administrative assistance to the Operations Manager.

Essential Functions

• Coordinate all activities related to the Department seminar series. Act as a liaison for speakers and hosting faculty and coordinate travel arrangements, speaker schedules, reimbursements, and room schedules. Provide refreshments and lunch for seminars. Use motor vehicle to complete off campus errands to support seminar needs. Create, distribute, and post seminar announcements.
• Serve as Co-Receptionist for the Department. Answer the phone and handle general inquiries from people who come into the main office. Maintain office equipment, check office supply levels, and open and close the office suite each day. Receive packages and notify recipients. Large format poster printing in a backup role.
• Act as a backup for Department Personnel. Assist with payroll coordination, timekeeping, preparation of student appointments, and faculty, staff, and research fellow searches.
• Assist with the Chemistry Summer REU (Research Experience for Undergraduates) program. Update online application forms and distribute letters and posters to 250+ colleges advertising the Chemistry REU program. Assist the Publications Designer with poster printing as needed. Track applicants and compile data for NSF in a departmental database.Organize refreshments for REU students.
• Perform clerical tasks for faculty including processing forms, copying, scanning, and other related duties.
• Assist with database preparation and maintenance.
• Assist with planning for the Alumni Reunion, including, but not limited to, choosing a reunion theme, creating and sending invitations, reserving a venue, planning activities, and confirming the menu.
• Maintain departmental mailing list. Share any alumni address updates received with UMass Foundation.
• Provide administrative assistance to the Operations Manager as needed.

Other Functions

• Special projects consistent with position level assigned on an as-needed basis, especially during periods of slow departmental activity.
• Work collaboratively and effectively to promote teamwork, diversity, equality and inclusiveness. In the performance of work, take initiative and operate with self-direction. 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.

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

• High school diploma or equivalent and some relevant office experience.
• Valid Class D Driver's License.
• Working knowledge of general office procedures and machines.
• Excellent written and oral communication skills.
• Willingness and ability to run errands off-campus.
• Ability to work nights and/or weekends at several special events throughout the year.
• Strong computer skills including familiarity with:
  
  
  
  • Email
  • Calendar systems such as Outlook or Google
  • Word processing software such as Microsoft Word or Google Docs
  • Spreadsheets such as Microsoft Excel or Google Sheets
  • Databases
  • Internet research
  
  
  
  
• Ability to work independently and to take initiative and operate with self-direction in a fast-paced office environment.
• Ability to organize and manage multiple tasks and projects simultaneously, setting priorities for action based on department and college goals.
• Excellent interpersonal skills and ability to interact effectively and work productively in establishing and maintaining harmonious working relationships with a diverse population of faculty, staff, and students.
• Ability to collaborate and formulate plans and objectives in accordance with overall college goals. Ability to identify and implement process improvements.

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

• At least one (1) year of experience working in an office environment.
• Experience working in an academic office.
• Prior experience coordinating travel and schedules.

Physical Demands/Working Conditions

• Ability to perform manual tasks including: bend, stand for periods of time, push, lift and carry objects up to 20 pounds.
• Typical office environment.

Additional Details

May be required to perform off-campus errands.

Work Schedule

• Monday - Friday; 8:30am - 4:30pm.
• May be required to work some nights and weekends.
• 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

Grade 11

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 multicultural community, CNS seeks an individual with acommitment to diversity and one who will understand and embrace university initiatives and aspirations. http://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.