University of Massachusetts Amherst Hiring for Clerk IV (Financial Services/Human Resources) at UMass Amherst Full Time

Job no: 521804
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean – College of Education
Union: USA/MTA
Categories: Administrative & Office Support, Accounting/Finance/Budget

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 Administrative Assistant supports the social justice mission of the College of Education by meeting its operational and strategic objectives with a high degree of judgment, initiative, and collaboration. This position supports administrative work in the Financial Services Office (FSO) and the Human Resources Office (HR) in the College of Education.

Essential Functions

Financial

• Provides support for financial administration, accounting, and processing of expenses in the FSO. Maintains worksheets to enable an accurate tracking system of expenses and provide monthly reconciliation of funds and subledgers within.
• Participates in management of the Assistant Dean’s calendar; manages requests for appointments and schedules accordingly. As assigned, participates in meetings and records meeting minutes.
• Maintains systems to pay stipends to program supervisors, supervising practitioners, and site coordinators as part of the College’s programs. Works with and advises program coordinators on following procedural policies, tracking of expenses, and reporting balances.
• Acts as a liaison with vendors, subcontractors, and other external agencies to prepare, maintain, and process necessary documents for purchase orders, direct payments, contract for services, and no bid justification documentation.
• Monitors bank card transactions for any faculty and staff to ensure compliance with University, College, and any applicable State/Federal guidelines. Reallocate expenses between ledgers as needed.
• Plans, coordinates, and manages travel and reimbursement processes for faculty, staff, and students as needed. Processes journal entries to move expenses or budgets as needed.

Personnel

• Processes student hiring requests, including undergraduates and graduate hourly positions.
• Facilitates biweekly audits of time and labor reports for staff.
• Completes any late pay requests.
• Supports summer additional compensation requests.

Facilities

• Liaises with campus facilities, Physical Plant, and custodial staff to ensure timely upgrades and maintenance of college spaces. Assists with long term maintenance projects in coordination with the ADFP, Facilities, and Campus Services through regular meetings with their staff.   
• Coordinates with Educational Technology (EdTech) office to facilitate card-swipe access and key ordering. Supports the ADFP with the annual space audit. Oversee acquisition and distribution of furniture, fixtures, and equipment, and oversee surplus disposal of unneeded items.
• Monitors that submitted work requests are completed in a timely manner and communicate to building occupants notifications from Physical Plant for planned service interruptions. Assists occupants in management of these interruptions.

Other Functions

Participates in the hiring, training, and supervision of student employees who support the College.

Performs other related duties as assigned.

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

High School diploma and three (3) years’ of relevant work experience or an Associate degree or higher with at least two (2) years’ of relevant work experience.

Thorough knowledge of Microsoft Office Suite applications, Zoom, Teams, and other related technologies.

Demonstrated ability to use technologies to complete administrative tasks without assistance.

Initiative and problem-solving skills. Ability to work through complex situations and manage crises or changing situations effectively.

Ability to work independently with minimal oversight.

Excellent organizational and time management skills.

Ability to maintain and develop productive relationships with faculty, staff, students, and external stakeholders.

Ability to work cooperatively and facilitate collaborative projects.

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

Bachelors degree.

Experience working in a higher education environment.

Knowledge of UMass systems (PeopleSoft, BuyWays, Summit, etc.).

Physical Demands/Working Conditions

Typical office environment. Role requires on-site presence.

Work Schedule

Monday – Friday, 8:30AM – 4:30PM.

Salary Information

USA/MTA Grade 13

Special Instructions to Applicants

Applicants should complete online application and include a resume, cover letter, diversity statement, and three (3) contacts for professional references.

The College of Education is committed to an atmosphere of diversity and inclusion between faculty, staff, and students alike. To advance the College’s mission of furthering social justice, this position will require a diversity statement to be included with each candidate’s application materials. The diversity statement is intended to clarify how a candidate will support a culture of equality and fairness at all levels of the organization and may highlight prior advocacy efforts or intended contributions to the College of Education. Questions about this can be directed to [email protected].

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: Dec 21 2023 Eastern Standard Time
Applications close: Jan 31 2024 Eastern Standard Time