Clerk Iv (Personnel Coordinator & Chair Assistant - Hybrid Opportunity)

Job no: 525661
Work type: Staff Full Time
Location: UMass Amherst
Department: Music & Dance
Union: USA/MTA
Categories: Administrative & Office Support, College of Humanities & Fine Arts

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

Provide administrative assistance and general support to the Chair of the Department of Music & Dance; provide continuity between Department areas and offices; act as liaison among faculty, staff, and Chair; serve as the personnel coordinator for the Department.

Essential Functions

• Serve as primary contact for the Chair’s Office. Provide confidential administrative support to the Department Chair including making appointments, scheduling meetings, maintaining Chair’s calendar, drafting correspondence and documents, generating and completing reports, taking meeting notes, and maintaining confidential files.
• Initiate, prepare and process all personnel actions and matters, including requisitions, offers and acceptances, personal actions, reappointments etc. and all necessary related forms for undergraduate, faculty, professional, classified and temporary employees ensuring completion of all required forms and documents in a timely manner.
• In coordination with the HFA Personnel Office, serve as the official recordkeeper of employment searches and provide guidance to Chair, personnel and search committee members on procedures and processes ensuring compliance with University, state and bargaining unit agreements. Coordinates all logistics of search such as candidate’s campus visits.
• Provide assistance to new hires completing necessary paperwork, coordinating required orientations and training, employee Ucards and parking; coordinate with Facilities and Scheduling Coordinator for telephone, keys and office spaces.
• Develop, maintain and monitor personnel databases and spreadsheets on faculty status, appointments, promotions, faculty and staff evaluations, sabbaticals and other leaves and reappointment timelines to ensure deadline adherence.
• Coordinate with Department Chair, Personnel Committee, and the College of Humanities & Fine Arts on the preparation of all faculty tenure, 4.2, and PMYR cases, annual faculty reports, leave requests, reappointments, reviews, course buyouts and reports and assures compliance with procedures.
• Enter accurate weekly time reporting for all department staff, students, faculty and temporary employees; run exception and other reports as required by University Human Resources.
• With assistance from the College and University Personnel Offices, research and respond to inquiries concerning time reporting, conditions of employment, benefits, leave and other personnel related issues for the Department; communicate/disseminate changes in Human Resources policies to Department employees as required and ensure implementation.
• Arrange special Department events (fundraisers, awards ceremonies, etc.) including coordinating and preparing invitations, reserving venues, coordinating guest travel, accommodations, and honoraria; working with Marketing Director on news releases, and performing associated tasks; prepare award certificates and work in conjunction with Accountant II and CHFA Relations and Stewardship Office to ensure awards are processed.
• Request and compile reports (space studies, Departmental data for professional associations, enrollment data, statistical, personnel-related, peer and aspirant institution comparisons, etc.), provide projections for the Department Chair and the Chair of Department Personnel Committee.
• Primary contact with the National Association of Schools of Music (NASM); receives annual NASM data collection documents; analyze, edit, and distribute/assign sections to appropriate administrative offices for completion; reviews returns to ensure deadline compliance for NASM accreditation.
• Monitor and reconcile Chair and Chair Assistant bank cards; assist Chair with coordinating travel to meetings and conferences, etc.

Other Functions

• Performs related duties as assigned or required to meet the Department’s, College’s, and University’s goals and mission.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High school diploma or equivalent.
• At least two (2) years of professional office experience as an Office Manager, Receptionist, Bookkeeper, or related position. An Associate’s Degree or higher may substitute for one (1) year of the required experience.
• Strong knowledge and experience in business and management practices.
• Excellent written and oral communication skills.
• Excellent computer skills, experience with Microsoft Office Suite (Word, Excel, etc.).
• Ability to work independently and exercise good judgment in the advice and guidance offered to faculty. Ability to take direction and respond appropriately.
• Excellent organizational skills, ability to work on multiple projects simultaneously and prioritize workload, and ability to work effectively and diplomatically with students, staff, faculty, and on- and off-campus representatives from diverse backgrounds.
• Attention to detail and strong editing and proofreading skills. Ability to compile reports and meeting notes/minutes.
• Ability to maintain confidentiality of records, documents, and communications.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Experience working in a higher education environment.
• Familiarity with UMass systems and policies.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• Monday through Friday 8:30 am to 4:30 pm.
• Some weekend and evening work may be necessary.
• 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, therefore.

Salary Information

USA/MTA Grade 13.

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.