Clerk IV (New Student Orientation, Transitions and Family Programs Office Assistant)

University of Massachusetts - Amherst, MA

Full-time - Entry Level

Amherst, MA

Educational Services

About the position

The Clerk IV - Office Assistant position at the University of Massachusetts Amherst is a full-time role that provides essential administrative and project support for the New Student Orientation, Transitions, and Family Programs Office. Under the general direction of the Office Manager, the Clerk IV will be responsible for a variety of tasks that ensure the smooth operation of the office and support the Dean of Student Office staff. This role is crucial in managing the administrative functions that facilitate the onboarding and transition of new students and their families into the university environment. The Clerk IV will provide direct administrative support to the Associate and Assistant Directors, which includes managing calendars, arranging travel, processing financial transactions, and drafting both internal and external communications. The position requires the ability to triage concerns and inquiries, document them appropriately, and schedule meetings while preparing necessary materials for presentations. Additionally, the Clerk IV will be responsible for reception duties, which involve answering phones, greeting visitors, and managing requests for services from students, faculty, staff, and community members. In this role, the Clerk IV will supervise a team of 7-10 student staff, ensuring that all inquiries and requests for services are documented and handled efficiently. The position also involves supporting the planning and execution of key programs such as “Ready for the U”, “Welcome to the U”, and “Family Weekend”, which includes managing registrations and processing fee waivers. The Clerk IV will also engage in professional development opportunities to enhance skills in areas such as project management and interpersonal communications. Overall, this position plays a vital role in contributing to the success of new students and their families as they transition into university life.

Responsibilities

• Provide direct administrative support to Associate and Assistant Directors for New Student Orientation, Transitions and Family Programs.
• Manage calendars, travel arrangements, and financial transactions for the office.
• Draft internal and external communications and triage concerns and inquiries for services.
• Schedule meetings and reserve meeting/event spaces as directed.
• Prepare information for meetings and presentations, including typing documents and drafting communications.
• Assist with projects and initiatives, supporting event planning and execution.
• Provide reception services, including answering phones and greeting visitors.
• Manage incoming and outgoing faxes and postal mail, and maintain office inventory.
• Supervise 7-10 student staff, ensuring proper documentation of inquiries and requests.
• Support office purchases, travel arrangements, and budget reconciliation processes.
• Attend workshops and training sessions to advance skills and knowledge.

Requirements

• Two years of full-time work experience in a high-volume office on a college campus or similar environment.
• Ability to organize, screen, and refer multiple requests with minimal supervision.
• Excellent interpersonal skills and ability to work with diverse backgrounds.
• Understanding of confidentiality and ability to work with confidential student records.
• Proficiency in using computer databases, word processing, and spreadsheet programs.
• Strong knowledge of the English language, both written and oral.

Nice-to-haves

• Experience in student affairs or higher education administration.
• Familiarity with event planning and execution in a university setting.

Benefits

• Opportunities for advancement within the university.
• Professional development opportunities.
• Access to university resources and facilities.