Clerk IV

Job no: 528759

Work type: Staff Full Time

Location: UMass Amherst

Department: Graduate Registrar

Union: USA/MTA

Categories: Administrative & Office Support

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 assists the Director of the Graduate Assistantship and Fellowship Office in the review, assessment, and processing of the Graduate Fellowship and Assistantship Forms (eGFAFs) submitted by departments across campus. The clerk maintains the graduate appointment database and assists in conducting database queries and producing requested reports. This position communicates with departmental eGFAF preparers, staff, and faculty in response to inquiries and provides up-to-date graduate student employee information.

Essential Functions

• Reviews all Graduate Fellowship Assistantship Forms (GFAFs) received in the Assistantship Office and determines the accuracy of all data submitted.
• Determines whether graduate student employees are eligible for tuition and curriculum fee waivers and health fee exemptions.
• Maintains graduate student employee FERPA waiver status file/records and is knowledgeable about FERPA rules and regulations including student employee FERPA waiver status.
• Assists with the communication, documentation and fund management for Graduate School research and travel grants, and fellowships.
• Reviews documents for graduate student externship requests and follows through with appropriate action.
• Determines appropriate action when confronted with difficult student/situation and resolves or if necessary refers to the appropriate authority.
• Recommends policy or procedure changes as related to efficiency of the Assistantship and Fellowship Office.
• Communicates through telephone, email, in writing, and in person in response to student, faculty, and staff inquiries regarding complex set of rules and policies governing graduate student employment, graduate school grants or fellowships, including taking action when appropriate or determining appropriate referral.

Other Functions

• Performs other duties as assigned.

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

• High school diploma or equivalent.
• Three (3) years of full-time or equivalent part-time experience working in an office setting. An Associate's Degree may be substituted for one (1) year of required experience. A Bachelor's Degree may be substituted for two (2) years of required experience.
• Excellent interpersonal skills.

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

• Ability to work accurately with information and data to perform assigned tasks in a timely and accurate manner.
• Strong multi-tasking skills.
• Ability to assess work priorities.
• Ability to make decisions and maintain confidentiality according to FERPA.
• Ability to use Microsoft Word, Access and Excel and to instruct others in their use.
• Strong communication skills.
• Ability to work with other staff in a high pressure environment with expediency and courtesy.
• Ability to supervise and coordinate work including close supervision of part-time non-student and student workers.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

Monday - Friday; 8:30am - 5:00pm.

Salary Information

Grade: 13

Classified Step Scale

Special Instruction 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.

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

Advertised: Nov Eastern Standard Time

Applications close: Feb Eastern Standard Time