Clerk IV (Business Manager)

UMass Amherst•Amherst, NY

16h•Hybrid

About The Position

The WGSS Business Manager provides comprehensive administrative, academic program, financial, and operational support to the Department of Women, Gender, Sexuality Studies (WGSS). This position plays a central role in managing undergraduate and graduate programs, coordinating course scheduling, overseeing personnel and financial processes, and supporting departmental development, communications, and events. The Business Manager ensures the efficient functioning of departmental operations while supporting a collaborative and inclusive academic community.

Requirements

High school diploma.
Three (3) years of experience in administrative support, program coordination, or office management.
Knowledge of office administration and record keeping practices.
Excellent oral and written communications skills, including editorial and proofreading skills.
Ability to work independently and collaboratively, and to be self-directed.
Experience in budget preparation, expenditure tracking, and reporting.
Proficiency in Microsoft Office and/or similar systems.
Strong organizational, communication, and interpersonal skills.
Ability to manage multiple priorities and work both independently and collaboratively.

Nice To Haves

Bachelor’s Degree.
Experience in higher education administration.
Familiarity with academic program coordination and student information systems (e.g., SPIRE, CCMS).
Experience with financial systems and reporting tools.
Experience supporting events, and communications.

Responsibilities

Undergraduate Program Management: Assist the Undergraduate Program Director (UPD) in tracking majors and minors. Act as the main office contact for student retention and recruitment. Assist Chair and UPD with Spire reports and queries. Process End of Program Reports and collect data. Register courses and track changes in CAPS. Help Faculty Scholarship Coordinator with scholarship applications. Manage add/drop and registration issues for all students, including Internships/Practicums, Honors scheduling. Assist UPD in outreach to other departments about WGSS courses. Process intakes from faculty sponsors and add students to Major and Minor. Digitize, organize, maintain, and share all undergrad student and program files. Coordinate undergraduate receptions and graduation. Make and mail graduation certificates. Supervise work study students for event advertising.
Graduate Program Administration: Act as liaison with Graduate School. Work with Graduate Program Director (GPD) to support the Graduate program, including communicating requirements, policies, and procedures. Track courses that fulfill requirements and promote interdisciplinary research. Manage add/drop and registration issues for graduate students. Establish a database of graduate students enrolled in the Certificate and clear students for completion. Assist GPD in coordinating independent studies/practicums. Maintain graduate student listserv and other communication tools. Collect and coordinate applications for the Graduate Certificate Program and Graduate prizes. Collect applications and assist Chair and DGP with hiring of teaching assistants/associates.
Scheduling & Course Management: Collect information from faculty on course descriptions and teaching schedules. Schedule courses through CAPS in coordination with the Chair. Communicate with University Registrar and Scheduling Office. Coordinate Continuing Education course scheduling, including applications, hiring instructors, and publicizing courses. Design, edit, and publish online Course Guides. Select and collate pertinent courses from WGSS and related departments/colleges for the Course Guide. Make suggestions for courses fulfilling WGSS requirements.
Personnel Administration: Prepare and maintain all personnel paperwork for faculty, undergraduate employees, and graduate students. Serve as liaison for personnel processes with the HFA Dean’s Office and the Office of Global Affairs, supporting visa sponsorship. Serve as timekeeper for the Department. Serve as the record-keeper for faculty searches, including advertising, preparing and maintaining applicant files, and correspondence. Support faculty searches in planning and logistics of campus visits and interviews.
Financial Management: Maintain spreadsheets of departmental funds. Process and coordinate all purchases, and assist faculty with travel and reimbursements. Assist faculty with Concur questions and liaise with the HFA Business Office. Make recommendations to the Chair regarding purchasing, future semesters, and potential budget problems. Manage grants coming into the department. Create monthly expenditure reports. Manage departmental credit cards and payments for co-sponsored events.
Publications & Communications: Assist Faculty Newsletter Coordinator in designing and editing copy for the Newsletter, program catalogs, brochures, and course guides. Create and produce flyers for events. Execute distribution of publicity. Write and edit copy for publications and website as needed.
Event Planning & Coordination: Plan events, including logistical arrangements, creating and distributing publicity materials. Coordinate financial aspects of all events, including accommodations, meals, travel, honoraria, and reimbursements.
General Administrative Support: Provide general information about WGSS programs. Compose correspondence for routine requests. Manage departmental space and room scheduling. Liaise with academic and non-academic departments. Guide new student employees, lecturers, and faculty through office routines. Assist in setting up new computers and installing software. Troubleshoot computer, printer, copier, and scanner problems. Network computers to copier and train staff/faculty on usage. Order and maintain A/V equipment. Train faculty, staff, and student workers on A/V equipment.
Other Functions: Perform related duties as assigned. Maintain office, organize records and archives. Liaise with appropriate offices for access to departmental offices and seminar room. Help with WGSS social media presence as needed.