Clerk V (Dean of Students Office Manager)

University of Massachusetts - Amherst, MA

Full-time - Entry Level

Amherst, MA

Educational Services

About the position

The Dean of Students Clerk V - Office Manager at UMass Amherst plays a crucial role in providing executive-level administrative support to the Dean of Students. This position is responsible for managing the day-to-day operations of the Dean of Students Office, which includes a variety of complex and confidential tasks. The office manager will oversee purchasing, financial management, workflow processes, administrative record keeping, database and equipment management, and physical space management. Additionally, the role involves making travel arrangements, managing personnel and payroll, and planning and executing events and meetings. In this position, the Clerk V will represent the Dean of Students with professionalism and discretion, acting as a direct liaison to campus administrators and other departmental leaders. The role requires a high level of confidentiality and sound judgment, as the office manager will provide confidential executive support, including calendar management, travel arrangements, and drafting official communications. The office manager will also analyze and update office procedures to ensure compliance with university policies and oversee financial operations, including procurement and budget reconciliation. The Clerk V will supervise the daily management of the office, serving a diverse group of stakeholders, including students, families, faculty, and staff. This includes managing time reporting and payroll processes, assisting with personnel matters, and providing administrative support for collaborative leadership processes. The role also involves coordinating the Dean on Call schedule, assisting with student death response protocols, and maintaining the Student Memorial Plaque. The office manager will be expected to attend workshops and training sessions to enhance their skills and knowledge, representing the Dean of Students Office on various university committees.

Responsibilities

• Provide executive-level administrative assistance to the Dean of Students.
• Manage day-to-day operations of the Dean of Students Office.
• Oversee purchasing, financial management, and workflow processes.
• Maintain administrative record keeping and database management.
• Make travel arrangements and manage personnel and payroll processes.
• Plan and execute events and meetings for the Dean of Students Office.
• Represent the Dean of Students in a professional manner.
• Act as a liaison for the Dean of Students to campus administrators and departmental leaders.
• Provide confidential support including calendar management and drafting communications.
• Supervise office operations and manage a team of student employees.
• Analyze and update office procedures to ensure compliance with university policies.
• Oversee financial operations including budget reconciliation and expense reimbursement.
• Assist with personnel matters and coordinate onboarding and off-boarding of employees.
• Support internal and external communications regarding programs and events.
• Coordinate the Dean on Call schedule and assist with student death response protocols.

Requirements

• High school diploma or GED.
• Three years of full-time work experience in a high-volume office on a college campus or similar environment.
• Excellent organizational skills and ability to manage multiple priorities.
• Ability to assess and evaluate problems and take appropriate follow-up action.
• Demonstrated experience with calendar management and budget reconciliation processes.
• Experience working with confidential records.
• Excellent interpersonal skills and ability to work with diverse backgrounds.
• Proficiency in Microsoft Office Suite and web-based customer relations software.
• Knowledge of the English language, both written and oral.

Nice-to-haves

• Proficiency with University systems such as Summit, BuyWays, Concur, PeopleSoft Finance and HR, SPIRE.

Benefits

• Opportunities for advancement.