Clerk IV (Administrative Assistant)

UMass Amherst•Amherst, NY

10d•Hybrid

About The Position

The Administrative Assistant provides support for a variety of groups and individuals throughout the Manning College of Information and Computer Sciences (CICS). This role involves serving as the College's payroll coordinator, processing student hires and terminations, assisting with financial reconciliations, and facilitating the onboarding process for new staff and faculty. Additionally, the position offers event support, administrative assistance for staff searches, and coordination of team-building activities and social events. The role also includes other functions as assigned, such as understanding conflicts of interest and using sensitive information appropriately.

Requirements

High school diploma or equivalent.
One (1) year of experience in administrative support, human resources, accounting, or a related field.
Strong written and verbal communication skills.
Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.
Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style.
Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.
Independent initiative; ability to stay on task and work productively with a minimal amount of supervision or guidance.
Strong organizational skills and attention to detail, with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
Ability to exercise sound judgment and maintain confidentiality.
Ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions.
Strong computer skills including at least intermediate expertise with: Email Calendar systems such as Outlook or Google, Word processing software such as Microsoft Word or Google Docs, Spreadsheets such as Microsoft Excel or Google Sheets, Electronic filing and sharing systems such as OneDrive or Google Drive.
Willingness to take on a variety of tasks related to the successful operation and administration of the College.
Ability to adapt and work effectively as the College grows and changes.

Nice To Haves

Two (2) years of experience as an administrative assistant in an office setting.
Experience with event support.
Intermediate expertise with databases such as Microsoft Access or FileMaker.

Responsibilities

Serves as the College’s payroll coordinator, including training new employees on time reporting, entering weekly payroll, resolving discrepancies, and preparing correction or late pay forms.
Processes all hourly undergraduate and graduate student hires, reappointments, changes, and terminations, and provides information and advice to hiring managers.
Reviews and posts student job descriptions.
Collects and reviews new hire paperwork for accuracy and timeliness.
Assists with Bank Card reconciliations, travel registration and reimbursement requests, and ordering supplies, swag, and other items.
Facilitates the onboarding process for new staff and faculty in collaboration with HR Business Partners, Faculty Affairs Director, and facilities and IT teams, ensuring workspaces are ready, basic supplies are provided, computer equipment is ordered, and IT orientations are scheduled.
Provides event support for assigned groups/individuals, including ordering food and beverage, placing A/V requests, reserving space, ordering parking passes, and submitting background checks.
Arranges lodging and transportation for programs, events, and conferences.
Provides administrative support for staff searches by scheduling interviews and reserving meeting rooms.
Plans and executes team-building activities, staff socials, volunteer events, and charity drives in collaboration with the events team and HR Business Partners.
Coordinates sympathy, get well, or other cards/gifts.
Helps coordinate group retirement parties and prepares service certificates.
Coordinates with the College’s finance team and retirees on retirement gifts.
Performs other duties as assigned or required to meet College or University goals and objectives.
Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
Uses access to sensitive and/or not yet public university-related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.