Clerk IV (Administrative Coordinator)

Title: Clerk IV (Administrative Coordinator) Executive Area: Academic Affairs College/School/MBU: Management Department: Dean - Isenberg School Work Location: Amherst Schedule: Full Time Work Arrangement: Hybrid Job Summary The Administrative Coordinator - Clerk IV supports the planning and execution of administrative matters in support of the Isenberg academic departments. The position acts as a liaison for academic departments with other offices in the Isenberg School of Management (ISOM) including the Undergraduate Programs Office, Graduate Programs Office, Office of Career Success, and the ISOM Dean’s and Administrative Resources Office. Essential Functions Performs general office functions such as responding to e-mails and phone inquiries, scheduling meetings, arranging for guest accommodations and luncheon reservations, maintaining an inventory of office supplies, processing incoming and outgoing mail, and maintaining a functional filing system for easy retrieval of departmental files. Collaborates with department leadership, Isenberg Undergraduate Programs office, and Graduate Programs Office to manage academic scheduling processes including course and room scheduling, honors colloquium renewals, and course additions. Keeps apprised of all rules and regulations involving all aspects of course scheduling. Supports the academic departments, in conjunction with the Special Programs and Engagement team to execute departmental functions, guest speakers, awards, and programs. Acts as liaison between the departments and the Events Team to ensure all aspects of an event are covered, including publicity, catering needs, and award follow-up. Supports departments on making reservations for department guests including travel, restaurant reservations, room reservations if needed, and any other accommodations at Isenberg. Supports department financial accounts and issues monthly financial reports, including month end balances. Prepares financial transactions against departmental funds including purchase requisitions, purchase orders, vouchers and invoices, travel reimbursements, expense reallocations, deposits, fund transfers in and out, recharges, and contracts for services. Reviews monthly expenditures to ensure appropriateness and accuracy of all charges. Assists with departmental personnel processes such as faculty searches and reappointments, including close coordination and communication with the Department Personnel Committee Chair, Departmental Faculty Search Chairs, Isenberg HR, and the Departmental Chair to ensure compliance with appropriate policies and deadlines. Arranges and prepares interview schedules and travel accommodations for on-campus interviews. Processes personnel action forms including appointment, tenure & Promotion, sabbatical leave, Periodic Multi-Year Review (PMYR), Annual Faculty Report (AFR) and reappointment. Coordinates with the Isenberg Marketing and Communications team to provide accurate data on department websites and social media accounts. Additionally coordinates the creation of departmental invitations, post cards, flyers and newsletters for departmental communications. Remains current in and regulates compliance to University financial policies regarding departmental transactions, reimbursements and other financial activities. Understands and adheres to appropriate uses of University credit cards, reconciling card statements and resolving charge and payment issues monthly, currently using Concur. Stays current and implements University Procurement policies and procedures, ensuring compliance with those policies in purchasing activities and counseling faculty in appropriate purchasing requirements. Trains and supervises student workers. Assigns tasks and provides clarification when needed. Other Functions Other duties as assigned. Provide support to department faculty, student clubs and Department Chair as needed. Minimum Qualifications Three (3) years of office experience. An associate’s degree may substitute for two (2) years of experience. Courteous and appropriate customer service skills. Ability to appropriately organize and prioritize multiple and diverse tasks. Proficiency in office software packages including spreadsheets, word processing, and email software in a Windows based environment. Ability to conceptualize, understand and document administrative processes and recommend improvements. Strong interpersonal skills. Ability to deal respectfully and cordially with a diverse public, including faculty, staff, students and alumni. Ability to work on a team. Proficiency in business English, grammar, punctuation and spelling with appropriate attention to detail. Ability to work independently, be self-directed and motivated, learn new skills, and adapt to a changing environment. Additional Details Qualifications acquired on the job: Understanding of relevant department, school and university policies and procedures, especially those related to financial, HR and academic functions. Understanding of basic accounting practices and how those practices are incorporated within the University's financial systems. Competency in University administrative systems including SPIRE, Concur, HR Direct, Page Up, BuyWays, APWS, PeopleSoft Financials, 25Live, and Summit. Certification in travel reimbursement process. Working Conditions Work is performed in a standard office or indoor university environment and involves minimal physical exertion. Work Schedule and Work Arrangement M-F; 8:30am - 5:00pm. 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. Salary Information Pay Grade: USA/MTA Grade 13 Click here to view the Classified Step Scale Special Instructions for Applicants Along with the application, please submit a resume and cover letter. References will be requested at the finalist stage. Please be prepared to provide contact information for three (3) professional references. This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early. #J-18808-Ljbffr The University of Massachusetts Amherst