Clerk IV (Graduate Program Administrative Assistant)

UMass Amherst•Amherst, NY

3d•Hybrid

About The Position

The Clerk IV / Graduate Program Administrative Assistant (GPAA) coordinates all administrative activities for the graduate academic programs in the Department of Psychological & Brain Sciences (PBS). Manages administrative functions for the four Graduate programs (Masters and Ph.D) within PBS, and provides support for the graduate program in behavior neuroscience. Works closely the Graduate Program Director (GPD) and other graduate program faculty & staff to support graduate academic work, graduate training, planning and provision.

Requirements

High School Diploma with three (3) years of relevant experience or an Associate’s Degree with one (1) year of relevant experience.
Ability to work independently as well as collaboratively within a team environment.
Strong interpersonal and written and verbal communication skills.
Excellent organizational skills with strong attention to detail.
Proficiency in computer applications, including email, word processing, spreadsheets, file management systems, communication tools, and database management.
Demonstrated ability to quickly learn and adapt to new systems and technologies.

Nice To Haves

Experience working in higher education environment.
Administrative or managerial experience, preferably in an academic setting.
Experience with UMass systems such as SPIRE and SLATE.
Previous experience with Prograds and Kuali
Understanding of FERPA laws and confidentiality of records.

Responsibilities

Provides daily program administration and student support to continuing students, program coordination, and assessment of activities and procedures.
Manages and supports admissions, recruitment, & onboarding of new students across the multiple graduate programs within PBS. Communicates with applicants on status, program offerings and eligibility requirements, application process, and funding opportunities. Plans and manages graduate student community events, and assists with facilitation of graduate student awards.
Maintains records, compliance and student progress tracking. Documents and maintains confidential academic records, student progress toward degree completion and student milestones for Masters & Ph.D. Maintains and updates databases for tracking student progress and academic information.
Assists the GPD in coordinating all student appointments. Processes and tracks graduate student appointments including teaching and research assistants, teaching associates, outside fellowships, training grants, graders, and graduate student hourly positions.
Oversees and manages student-related communications, including newsletters and social media platforms. Disseminates updates about graduate program and activities to faculty, staff and students.
Serves as backup support to other PBS staff as needed.
Works collaboratively and effectively to promote teamwork, equality and inclusiveness.
Works in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
Performs other duties as assigned in support of the mission and goals of the College of Natural Sciences.
Works to ensure compliance with department, college, Graduate School and university policies, including regulations affecting international students and state and federal law.
Serves as liaison between department and university offices, including the Graduate School, Office of Global Affairs, Continuing and Professional Education, Bursar, Financial Aid, and other University offices.
Collaborates with the GPD, the Department Chair, and PBS Chief Financial Officer, to aggregate and analyze data, assess program needs, improve student experience and retention, and produce reports.