Clerk IV (Office Manager/Berthiaume Center)
University of Massachusetts Amherst

Job no: 524879
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - Isenberg School
Union: USA/MTA
Categories: Administrative & Office Support, Isenberg School of Management

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 provides a rich cultural environment in a rural 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 region's intellectual energy.

Job Summary

The Office Manager is responsible for the administrative management of the Berthiaume Center in the Isenberg School of Management. Responsibilities include departmental scheduling, purchasing, preparation of financial and non-financial reports, maintenance of the departmental website, and assisting in the planning and execution of departmental events. The position is the department liaison with other offices both in and outside of the Isenberg School.

Essential Functions

• Provide administrative support to the Berthiaume Center staff.
• Act as liaison between administrative offices, department faculty, program faculty, and staff to ensure high-quality service delivery at Isenberg and Bartlett Hall locations.
• Prepare travel arrangements and reimbursement paperwork for Center faculty, staff, and students.
• Facilitate purchasing through systems (Byways, Peoplesoft, Concur), including general ledger, procurement, and accounts payable systems.
• Process expense reports and ensure compliance with policies and procedures.
• Maintain detailed records of departmental purchases and related bid and contract paperwork for three (3) years.
• Track student award payments and liaise between the Center, Isenberg, and other campus partners.
• Under the direction of the Executive Director and Associate Director of External Relations, maintain current and accurate data on department websites, social media accounts, and press releases. Provide marketing materials, including video editing, as needed.
• Organize departmental and student events. Book event locations, coordinate materials, promotions, speakers, awards, programs, invitations, and acceptances, and manage other details as needed.
• Assist student groups associated with the Center with administrative needs such as purchasing and space requirements.
• Perform general office functions, including mail and check distribution, scheduling meetings and office space, arranging guest accommodations and luncheon reservations, maintaining an inventory of office supplies, processing incoming and outgoing materials, and ordering textbooks and swag.
• Provide front desk support and reception duties as assigned.
• Perform other department duties and support as needed.
• Keep detailed office records.

Other Functions

* Performs related duties as assigned

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

• High School Degree and two (2) years of office experience.
• Courteous and appropriate customer service skills.
• Ability to appropriately organize and prioritize multiple and diverse tasks.
• Proficiency in office software packages including spreadsheets, word processing, website maintenance and email software in a Windows based environment.
• Ability to conceptualize, understand and document administrative processes and recommend improvements.
• Strong interpersonal skills.
• Ability to deal respectfully and cordially with a diverse public, including faculty, staff, students and alumni.
• Ability to work on a team.
• Proficiency in business English, grammar, punctuation and spelling with appropriate attention to detail.
• Ability to work independently, be self-directed and motivated, learn new skills, and adapt to a changing environment.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• Monday-Friday, 8:30am-5:00pm; required to work some nights and weekends.

Salary Information

USA Non-Exempt 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. Early submissions are encouraged.

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.

Advertised: Nov 12 2024 Eastern Standard Time
Applications close: Feb 12 2025 Eastern Standard Time