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Administrative Coordinator IV

2 months ago

Amherst, Massachusetts, United States University of Massachusetts Amherst Full time
Job Summary

The University of Massachusetts Amherst seeks an experienced Administrative Coordinator IV to provide administrative support for financial, personnel, and payroll operations in the Residence Education Central Office.

Key Responsibilities
  • Coordinate payroll process for 417 undergraduate Resident Assistants (RA) and Peer Mentors (PM)
  • Prepare hire and termination Personnel Action Forms and Payroll Contracts for each RA and PM
  • Serve as liaison with Financial Aid and Student Payroll regarding standard student payroll issues and to ensure compliance with the RAPMU Collective Bargaining Agreement
  • Assist with the administration of the departmental student employee pay rate system encompassing approximately 45 employees
  • Prepare and review weekly payroll for multiple student positions, such as RAs, Peer Mentors (PMs), and Administrative Office Assistants (AAs)
  • Prepare weekly payroll for all Residence Education professional and classified staff
  • Liaison to University Human Resources and Student Employment/Financial Aid regarding staff and student payroll issues
  • Prepare weekly Time and Labor reports
  • Review for accuracy, obtain signature(s), and submit to HR
  • Maintain time and attendance files
  • Run queries as required and/or requested
  • Serve as administrative support for professional staff searches
  • Assist with searches for office student staff by reviewing applications, assisting with question design, scheduling, and participating in interviews, and providing feedback
  • Coordinate and compile confidential staff feedback as part of PSU Performance Management Program and Graduate staff evaluation process
  • Hire, train, supervise, and evaluate 3-5 student employees (FTE 1-3)
  • Serve as functional supervisor to student admin office staff in matters including time and attendance, student payroll, and budget management
  • Review performance and make recommendations to direct supervisors as needed
  • Work with Residence Education fund managers (1 Business Coordinator and Associate/Assistant Directors) to assure that fiscal transactions are processed correctly
  • Facilitate expenditures for major purchases by researching and, as required, obtaining quotes
  • Prepare and process purchases through BuyWays purchase orders and Procard orders
  • Serve as liaison among student groups, other departments, Residence Directors, Residence Education staff, and outside vendors
  • Monitor budget, maintain financial balances
  • Prepare paperwork and supervise the processing of Residence Education expenditures for 30+ professional staff and 10+ graduate staff
  • Assist staff on rules and requirements
  • Prepare monthly and annual reports
  • Participate in the development and implementation of Residence Education fiscal policies and procedures
  • Prepare cost studies and projections
  • Utilize one personnel Procard and oversee two Student Procards
  • Advises/train student staff and their supervisor on use of the Student Procard
  • Supplies Residence Education offices (Central, Assistant Director (AD), Residence Director (RD), RA, and Residence Education Resource Center (RERC) and Projects/committees
  • Serve as primary back-up to the Residence Education Business Coordinator and as primary back-up for the Residence Education Clerks (IV)
  • Provides administrative assistance and clerical support (direct and indirect) for 37-40 professionals
  • Provides input on Residence Education policies and procedures
  • Provides information, guidance, and assistance to graduate and undergraduate student staff, including Assistant Residence Directors, Resident Assistants, and Peer Mentors
  • Coordinates reception, telecommunications, appointments, scheduling, and office coverage for the Residence Education Central Office
  • Coordinates mail and material distribution and provides courier services for Residential Life
  • Inventories office supplies and monitors maintenance of office equipment such as photocopier, printers, and any audio/digital equipment for each RD's office, each RA Office, and one RERC office
  • Attends workshops, classes, or training sessions as required to advance skills and knowledge in areas such as computers and software/programs; management, interpersonal, and supervision skills
  • Operates a motor vehicle to transport supplies and equipment to various work centers
  • Performs related duties, as assigned or required
Requirements
  • High school diploma or equivalent
  • Three (3) years of office management experience
  • Office coordination skills
  • Ability to supervise student employees
  • Ability to utilize Microsoft Office programs and web-based data management systems
  • Ability to work with and keep confidential records and filing systems
  • Valid Massachusetts drivers license (Class D)
  • Ability to work under pressure; good retention skills and ability to assimilate new information quickly
  • Strong interpersonal skills and ability to work with people from diverse populations such as students, parents, agency staff, and department co-workers
  • Knowledge of budget record keeping and procedures related to purchasing
  • Ability to initiate, organize, plan, prioritize, and follow through on work assignments with minimal supervision
  • Knowledge of English, spelling, punctuation, arithmetic, and office practices and procedures
  • Ability to understand and follow oral and written instructions
  • Working knowledge of the maintenance, operation, and application of various office machines
  • Knowledge of appropriate business etiquette
  • Ability to work some evenings and weekends