Clerical Assistant

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 valuedand 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

Provides general administrative support to the Flexible Education Division and University Without Walls, including assistance with scheduling, event coordination, clerical tasks, and building coordination. Supports staff, students, and campus partners by maintaining organized records, facilitating communications, and contributing to efficient daily workflow across both units.

Essential Functions

• Provides exceptional customer service to those who contact the Flexible Education Division and University Without Walls.
• Answers phones, responds to inquiries, and greets visitors. Provides clear and timely responses to inquiries and directs them to the appropriate resource as needed.
• Assists staff with routine scheduling and office coordination tasks. Reserves space as needed and provides logistical support for meetings, small events, and office activities. Helps prepare materials, track participation, and support set?up needs.
• Prepares, organizes, and distributes routine documents, materials, correspondence, and records.
• Responsible for maintaining and ordering office supplies.
• Assists with routine department communications such as reminders or announcements and supports simple updates to department websites or information pages under staff direction.
• Serves as the building and space coordinator for the units. Manages building access including card access and ordering office keys. Reports building issues to Facilities & Campus Services and shares pertinent communications with staff. Assigns cubicles, creates/updates mailboxes, updates distribution lists and the staff directory, and completes the yearly space audit to accurately reflect occupancy.
• Provides basic support for students and programs. Provides general information to students regarding office procedures and campus resources, referring more complex questions to appropriate staff. Assists with processing standard student or program forms and documents. Maintains basic tracking lists or logs related to program activities. Monitors shared email accounts and routes messages appropriately.
• Enters and updates information in spreadsheets, tracking tools, and approved systems.
• Maintains organized digital and paper files in accordance with university policy and procedure.
• Assists with gathering information needed for routine reports.
• Processes standard submissions through platforms such as DocuSign, OneDrive, and Google Drive.
  

Other Functions

• Performs other duties as assigned to support efficient and effective office operations and meet department and/or university business needs.
  

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

• High school diploma or equivalent.
• Minimum of three (3) years of administrative or clerical experience.
• Proficiency with standard office software (e.g., Microsoft Office Suite, Google Workspace, Email, Calendars).
• Ability to communicate effectively in writing and verbally.
• Good attention to detail with the ability to organize and prioritize tasks and maintain accurate records.
• Ability to provide pleasant and professional customer service to a diverse population.
• Ability to use sound judgement and handle confidential information with discretion.
• Ability to remain in a stationary position for extended periods.
• Ability to use, or learn how to use, standard office equipment.
• Ability to move about the office as necessary to complete tasks.
  

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

• Bachelors degree.
• Knowledge of University policies, procedures, and common campus forms.
• Experience in higher education or a student?facing office.
• Ability to guide and/or coordinate the work of student employees.
  

Physical Demands/Working Conditions

• Typical office environment; will use standard office equipment.
• Will remain in a stationary position for extended periods.
• Will be required to move about the office as necessary to complete tasks.
  

Work Schedule

• Will be scheduled for up to 30 hours per week within the hours of 8:30?am?5:00?pm, Monday?Friday. The exact schedule will be determined based on the business needs of the units.
• This is a temporary, non?benefitted position.
  

Salary Information

• $20?$23 per hour.
  

Special Instructions to Applicants

Along with the online application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide the contact information for at least one (1) professional reference.

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

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