Administrative Coordinator

3 weeks ago

Amherst, Massachusetts, United States UMass Amherst Full time
About UMass Amherst

UMass Amherst is a nationally ranked public research university offering a full range of undergraduate, graduate, and professional degrees. Our scenic campus in Western Massachusetts provides a rich cultural environment and a bucolic setting close to major urban centers. As part of the Five Colleges, we add to the intellectual energy of the region.

Job Summary

This role provides administrative support for financial, personnel, and payroll operations in the Residence Education Central Office. The incumbent assists with the management of office operations, providing customer service support to professional staff, student staff, vendors, and students.

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.
  • Prepare and review weekly payroll for multiple student positions, such as RAs, 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.
  • 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. Advise/train student staff and their supervisor on use of the Student Procard.
  • Supply 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).
  • Provide administrative assistance and clerical support (direct and indirect) for 37-40 professionals.
  • Provide input on Residence Education policies and procedures.
  • Provide information, guidance, and assistance to graduate and undergraduate student staff, including Assistant Residence Directors, Resident Assistants, and Peer Mentors.
  • Coordinate reception, telecommunications, appointments, scheduling, and office coverage for the Residence Education Central Office.
  • Coordinate mail and material distribution and provide 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.
  • Attend 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.
  • Operate a motor vehicle to transport supplies and equipment to various work centers.
  • Perform related duties, as assigned or required. Understand responsibilities with respect to Title IX, Clery, and other compliance requirements.
  • Demonstrate capacity, skill, and willingness to engage students and contribute to student success.
  • Work collaboratively with other campus stakeholders. Understand responsibilities with respect to conflicts of interest and behave in ways consistent with law and University policy.
  • Contribute toward creating a positive, respectful workplace. Use access to sensitive and/or not yet public University-related information only in the performance of responsibilities of position and exercise care to prevent unnecessary disclosure to others.

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