Clerk IV (Advising Center Coordinator)
Apply now Job no: 520236
Work type: Staff Full Time
Location: UMass Amherst
Department: Computer Science
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.
Job Summary
Provides administrative support for the College of Information & Computer
Sciences' (CICS) Advising Center. This position supports the Associate Dean
of Student Affairs, the Director of Academic Advising, the Director of Career
& Student Development, and other advising staff. The Coordinator is the first
point of contact for people who call or visit the building's main office.
Essential Functions
Evaluates student inquiries and triages requests to determine urgency and
the best person to assist them. Answers basic questions regarding academic
policies and procedures. Directs students to online resources or peer
advisors when appropriate. Assists students in scheduling advising
appointments with professional advisors using the University's electronic
system. Assembles student files and data for each advising appointment
that is scheduled.
Creates, maintains, and updates thousands of student files. Works to
convert paper files to electronic files whenever possible. Adds notes to
paper or electronic files as needed to document meetings, academic
progress, or discipline.
Serves as the coordinator for the building's main office. Responds to in
person, phone, or email inquiries and requests from
faculty/staff/students/visitors. Directs people to the appropriate person
or location. Hires, trains, and supervises student workers; ensures they
complete their daily checklist and communicates any performance concerns
to the College's Human Resources team. Completes all student checklist
items in the absence of student workers. Performs general clerical duties
such as photocopying and booking meeting rooms. Manages mail and packages
delivered to the building's main office as necessary. Ensures the advising
center and adjacent kitchen and mailroom are kept organized and
presentable. Reports any building maintenance issues to the College's
building coordinator.
Manages petition submissions, submitted via an online form, for review by
the Associate Dean of Students Affairs and/or the Director of Academic
Advising and Student Success. Includes verifying form data and
qualifications and managing all associated communications and processing
in SPIRE.
Helps coordinate student recruitment activities such as open houses and
prospective student information sessions. Helps administratively with
career development events such as career fairs as needed.
Drafts emails, memos, or other correspondence to students on behalf of the
Associate Dean or Directors (e.g., notifications that they will be placed
on academic discipline).
Helps administratively with New Student Orientation; prepares necessary
paperwork and schedules counseling sessions for incoming first year and
transfer students.
Uses Spire to run queries for various categories of academic discipline
and advising. Provides findings to the professional advisors so they can
follow up with these students.
Creates and updates forms for use by the academic advisors. Looks for ways
to streamline administrative processes in the office to save time and
create a better experience for our students.
Other Functions
Performs related duties as assigned or required to meet Department,
College, or University goals and objectives.
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 and respectful workplace defined by
personal and professional competence, integrity, and collaboration.
Understands and contributes to implementation of departmental and
institutional goals for achieving non-discrimination and creating a
respectful, inclusive environment that is supportive of diversity.
Uses access to sensitive and/or not yet public university related
information only in the performance of the 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 and a minimum of one (1) year of
experience providing high quality customer service in an office setting.
Strong interpersonal skills with the ability to interact effectively, and
create and maintain harmonious relationships with a diverse population of
staff, faculty, students, and off-campus constituents. Ability and
willingness to work empathetically with a diverse student population and
contribute to their success.
Strong written and verbal communication skills. Ability to write
concisely, express thoughts clearly, and develop ideas in a logical
sequence.
Independent initiative. Must have the ability to stay on task and work
productively with a minimum amount of supervision or guidance.
Willingness to take on a variety of tasks related to the successful
operation of the academic and career advising programs. The ability to
adapt and work effectively as the College and advising team grows.
Strong organizational skills and attention to detail with the ability to
complete assignments in a timely manner, balancing the demands of
concurrent and potentially competing projects.
Ability to exercise sound judgment and maintain confidentiality. The
ability to think through problems, organize and seek out data/information,
identify key factors and underlying causes, and generate solutions.
Strong computer skills including at least intermediate expertise 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 such as Microsoft Access or FileMaker.
Physical Demands/Working Conditions
Typical office environment.
Work Schedule
Monday - Friday, 8:30am - 5:00pm.
May be required to work some nights and weekends.
Salary Information
Grade 13
Special Instructions to Applicants
Please complete online application, submit a cover letter, resume and provide
contact information for three (3) professional references to ensure
consideration.
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 23 2023 Eastern Daylight Time
Applications close:
