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
The Clerk IV manages personnel functions for Center for Early Education and Care (CEEC), administers classroom staff scheduling, hires student Assistant Teachers and office staff, manages childcare enrollment and tuition assistance programs in accordance with CEEC and tuition assistance agency policies, oversees the daily operation of the CEEC office, administers CEEC child snack program.
Essential Functions
- As a member of the Early Education and Family Resources (EE&FR) administrative team, contributes to departmental planning and the development of policies and procedures related to professional and student personnel, enrollment and waiting lists, marketing, technology, and purchasing.
- Manages personnel policies and procedures for the Center for Early Education and Care in accordance with University policies and procedures. Provides information and referral for staff regarding University personnel policies and resources.
- Maintains student and professional staff personnel files in accordance with the University and state Department of Early Education and Care (EEC) requirements to include record of Background Record Check, medical clearance, orientation, annual evaluation, and professional development activities.
- Completes bi-weekly payroll for professional, clerical, and student staff. Completes Personnel Actions undergraduate student staff. Hires and supervises office student staff.
- Oversee planning and implementing of weekly classroom staffing schedules to provide coverage for planned and unplanned absences of professional and student staff to ensure that teacher/child ratios are met at all times.
- Prepares weekly staff scheduling chart for distribution to staff. Communicates classroom coverage assignments to Resource Team members.
- Hires and schedules student Assistant Teacher staff each semester and summer, including interviewing, assisting with completion of hiring paperwork, adding to payroll, ensuring mandated EEC trainings are complete.
- Manages enrollment of CEEC classrooms to maximize use of program spaces and to meet budgetary goals.
- Provides program information and interprets enrollment and waiting list policies to potential users, enrolled parents, and staff. Develops enrollment marketing strategy.
- Conducts interactions with families with positive attitude and respect. Maintains confidentiality of child and family information.
- Manages the state Early Education and Care (EEC) childcare tuition subsidy program: identifies potential applicants, interprets eligibility criteria and fee policies to parents, conducts intake process to confirm parent eligibility according to subsidy program policies, properly documents eligibility in the client file.
- Advises and refers families regarding childcare tuition assistance available on-campus and through local agencies.
- Oversees the daily operation of the CEEC office to ensure the provision of quality services to internal and external customers.
- Maintains productive working relationship with Student Affairs and Campus Life, Housing Services, Human Resources, and other campus and off-campus offices. Serves as EE&FR representative at annual Employee Benefits Fair and other University functions as needed.
- Is dedicated to fostering diversity in the workplace and understands and applies affirmative action and non-discrimination regulations, policies, and procedures.
Other Functions
- Performs other duties as assigned.
Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Three (3) years experience in early childhood, human service, or higher education office to include personnel, enrollment, and office management experience.
- Proficiency in word processing, spreadsheets, and database management.
- Demonstrated ability to organize, plan, prioritize, and follow through on work assignments with minimal supervision and frequent interruptions.
- Demonstrated ability to work cooperatively and collaboratively as an effective team member.
- Ability to maintain confidentiality and exercise judgment, tact, and diplomacy in dealing with sensitive issues.
- Must hold current First Aid certification or acquire within six (6) months of hire.
Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)
- Experience with ethnically diverse populations, and/or bilingual fluency preferred.
- Proficiency in use of childcare database management, spreadsheets, and University PeopleSoft system.
- Thorough knowledge of CEEC program policies and practices.
- Knowledge of childcare and family support services on campus and in the community. Skills in providing information and referral to these services.
- The ability to handle challenging situations in an appropriate manner (i.e. concerned parents, frustrated co-workers, emergency situations).
- Knowledge of student personnel hiring procedures. Skills in training and supervision of student employees.
Physical Demands/Working Conditions
- Typical Office Environment.
- Able to lift, move, and hold object weighing up to 40 pounds.
Work Schedule
- Monday - Friday; 8:00am – 4:30pm.
- Duties involve some evening and weekend hours.
Salary Information
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, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.