Careers at UMass Amherst

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued—and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.  

Job Summary

Under supervision of the Director of Substance Misuse Prevention Strategy, the Office Manager (Clerk IV) performs administrative and project work support for Campus Life and Wellbeing (CLAW).

Essential Functions

• Reviews, creates, and updates office procedures ensuring compliance with university policies, procedures, and expectations. Oversees and supervises office operations and daily management of the CLAW Strategies office, serving undergraduate and graduate students, families, university employees, courts, and the public.
• Track and reconcile CLAW Strategies purchasing, including serving as designee for department purchasing approval in Concur. Responsible for collecting program fees, coordinating travel, and monitoring the department’s financial activity. Uses PeopleSoft Financial and Summit System to generate monthly financial reports for review by the Director of Substance Misuse Prevention Strategy and CLAW Leadership. Serves as main contact and liaison to SACL Finance, and campus partners such as Auxiliary Enterprises, the Registrar’s office, Information Technology, and Facilities and Campus Services.
• Provides comprehensive administrative and operational support for the Brief Alcohol Screening and Intervention for College Students (BASICS) program, grants, committees, and working groups by managing scheduling, data tracking, compliance, and communications. Ensures efficient coordination of meetings, availability of necessary technology and materials, accurate recordkeeping, and effective collaboration with campus and external partners to support programs and initiatives.
• Provides administrative support to CLAW leadership, including managing calendars, coordinating searches, preparing communications, scheduling and organizing meetings or events, and maintaining documentation and tracking systems. Assists with personnel management in compliance with university policies, oversees student employee time reporting and payroll for CLAW Strategies Office, and serves as a backup for CLAW Collaborative time reporting processes.
• Assists with projects and initiatives as well as supporting event planning and execution for CLAW leadership and the Associate Director of Recreation and Wellbeing for Wellbeing Education and Services.
• Recruits, hires, trains, and supervises student employees when necessary.
• Develops and maintains procedures and formats for collecting departmental data and information and compiles statistics and generates appropriate reports as needed.
• Attends workshops, classes, or training sessions required to fulfill job duties and to advance skills and knowledge in areas such as computers, software programs, interpersonal communications, and project management.
• Supports programs and events and may assist in transporting materials and supplies.

Other Functions

• Performs related duties as assigned or required.
• Understands responsibilities with respect to Title IX, Clery, and other compliance requirements. 
• Demonstrates capacity, skill, and willingness to engage students and contribute to student success. 
• Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy. 
• Contributes toward creating a positive and respectful workplace. Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others. 

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

• High School Diploma.
• Three (3) years of full-time work experience in a fast-paced, high-volume office environment.
• Excellent organizational skills and ability to effectively manage multiple priorities while giving attention to details. Ability to organize, screen, and refer multiple and simultaneous requests with minimal amount of supervision. Ability to quickly assess and evaluate problems and take appropriate follow-up action.
• Excellent interpersonal skills, ability to work with people from diverse backgrounds and ability to establish and maintain good working relationships among co-workers in a muti-layered environment.
• Demonstrated experience working with confidential records and exercising professional judgment under stressful circumstances.
• Demonstrated proficiency using computers, apps, Microsoft Office Suite products, and willingness to learn new technology and computer platforms necessary to perform job tasks.
• Demonstrated experience with calendar management, purchasing, budget reconciliation processes, and/or payroll processes.
• Strong communication skills, both written and oral, including the use of proper grammar and punctuation; comprehend word meaning and usage; and effectively follow and act on written or oral instruction.

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

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

Physical Demands/Working Conditions

• Typical office environment activity.
• Ability to lift up to 30 pounds without restrictions.

Work Schedule

• Monday - Friday 8:30am-5:00pm.
• 37.5 hours per week.
• Occasional nights and weekends to support the CLAW Collaborative or university events and programs.

Salary Information

• USA/MTA Non-Exempt, Grade 13.
• Classified Step Scale.

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.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.