Clerk IV (Office Manager)

University of Massachusetts - Amherst, MA

Full-time

Amherst, MA

Educational Services

About the position

The Clerk IV - Office Manager at UMass Amherst plays a crucial role in planning and managing the administrative activities and operations that support the Faculty Senate processes. This position is responsible for developing and implementing fiscal, personnel, academic support, and facilities planning goals, procedures, and programmatic activities. The Office Manager will participate in resource planning and management, coordinating decision-making processes among relevant stakeholders. Additionally, the Office Manager assists the Secretary of the Faculty Senate and the Chair of the Rules Committee in various aspects of Faculty Senate business, assuming general responsibility for the Faculty Senate Office. In this role, the Office Manager supports the Secretary of the Faculty Senate by managing all administrative processes for the Faculty Senate. This includes updating and maintaining the Faculty Senate website, which serves as the primary source for University policies and academic approval processes. The Office Manager is responsible for providing public notice of agendas and minutes, as well as generating news updates based on the actions of the Faculty Senate. Furthermore, the Office Manager coordinates Faculty Senate, Rules Committee, and Rules Committee/Administration meetings annually, working closely with the Chancellor's Office, Provost's Office, and scheduling office. The position also involves managing all processes related to the Course and Curriculum Management System (CCMS), including coordinating software development, acting as an administrator, and making necessary updates. The Office Manager monitors course proposals, degree program proposals, and minor course and program changes using the CCMS, ensuring that all proposals are complete. Acting as a liaison for the Intercampus Faculty Council, President's Office, and Board of Trustees Office, the Office Manager schedules necessary meetings and makes other arrangements as needed. Additionally, the Office Manager provides administrative assistance to the Chair of the Nominating Committee and responds to requests for information and assistance from the University community. As the financial officer for the Faculty Senate, the Office Manager ensures compliance with University policies and practices, serves as the designated signature authority on department accounts, personnel, and other documentation, and develops, assesses, and administers the Faculty Senate budgets and spending plans. The Office Manager maintains financial databases, records, and related activities, generating financial reports as required. This role also includes coordinating personnel actions related to the hiring of graduate project assistants and managing renovations, refurbishing, moving, and maintenance projects, as well as inventory and security-related issues with offices and storage spaces.

Responsibilities

• Supports the Secretary of the Faculty Senate in various aspects of Senate business, including receiving, responding to, and acting upon work from Chairs of Senate Councils and Committees.
• Manages all administrative processes for Faculty Senate.
• Updates and maintains the Faculty Senate website, providing public notice of agendas and minutes and generating news updates based on the actions of the Faculty Senate.
• Coordinates Faculty Senate, Rules Committee and Rules Committee/Administration meetings annually, with the Chancellor's Office, Provost's Office, and scheduling office.
• Manages all processes related to the Course and Curriculum Management System (CCMS), including coordinating software development, acting as an administrator, and making updates.
• Monitors course proposals, degree program proposals, and minor course and program changes using the CCMS, reviewing proposals for completeness.
• Acts as liaison for the Intercampus Faculty Council, President's Office, and Board of Trustees Office to schedule necessary meetings and make other arrangements.
• Provides administrative assistance to the Chair of the Nominating Committee.
• Responds to requests for information and assistance from the University community.
• Serves as financial officer for the Faculty Senate and ensures compliance with University policies and practices.
• Serves as designated signature authority on department accounts, personnel, and other documentation.
• Develops, assesses, and administers the Faculty Senate budgets and spending plans and makes spending decisions to support Faculty Senate operations.
• Maintains financial databases, records, and related activities and generates financial reports.
• Coordinates personnel actions related to the hiring of graduate project assistants.
• Coordinates renovations, refurbishing, moving and maintenance projects, inventory, and security related issues with offices and storage spaces.

Requirements

• Four (4) years of administrative and/or financial experience. An Associate's degree or higher may be substituted for two (2) years of the required experience.
• Knowledge of budgetary procedures and computer spreadsheet and related software.
• Strong interpersonal skills, including experience working with diverse populations.
• Experience representing a department in internal and external communications.
• Ability to work independently and identify potentially more effective methods of work operations.
• Excellent organizational and communication skills to oversee numerous projects.
• Ability to perform a variety of duties, often changing from one task to another of a different nature.

Nice-to-haves

• Bachelor's Degree.
• Familiarity with web design and web design programs.
• Experience working in higher education.
• Knowledge of Faculty Senate office procedures and responsibilities.