Clerk IV (Main Office Coordinator)

UMass Amherst•Amherst, NY

7d•Onsite

About The Position

The Main Office Coordinator is responsible for providing a wide range of operational management and administrative support for the Manning College of Information and Computer Sciences and its three buildings. This role serves as the primary point of contact at the reception desk, managing inquiries, maintaining the reception area, and overseeing building access. Additionally, the coordinator supervises student employees, manages mail and package distribution, assists with office supplies, and provides support to other administrative functions during peak times.

Requirements

High School diploma or equivalent.
One (1) year of administrative assistant, receptionist, or related customer service experience.
Ability to arrive on time each day to perform required opening duties.
Strong written and verbal communication skills.
Ability to work both independently and as part of an effective team with a cooperative and collaborative work style.
Strong interpersonal skills with the ability to interact effectively and maintain harmonious relationships with diverse populations.
Independent initiative and ability to stay on task with minimal supervision.
Strong organizational skills and attention to detail, with the ability to complete assignments in a timely manner.
Ability to understand and follow complex oral and written instructions and create effective work processes.
Problem-solving skills, including organizing information, identifying key factors, and generating solutions.
Strong computer skills including intermediate expertise with: Email, Calendar systems (Outlook or Google), Word processing software (Microsoft Word or Google Docs), Spreadsheets (Microsoft Excel or Google Sheets), Electronic filing and sharing systems (OneDrive or Google Drive).
Ability and willingness to deliver mail and packages to other buildings across campus as needed.
Ability to lift and relocate tables, chairs, and other seating.
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 databases such as Microsoft Access or FileMaker.

Responsibilities

Serve as the first point of contact for students, faculty, staff, and guests via in-person visits, phone calls, or email.
Greet visitors professionally and courteously, answer questions, and resolve concerns or direct them appropriately.
Maintain a clean, organized, professional, and welcoming reception area.
Open and close public spaces, classrooms, and key meeting spaces daily.
Periodically check public spaces for presentability and appropriate supplies, including rearranging furniture as needed.
Report maintenance or janitorial issues to the facilities team.
Hire, train, schedule, and supervise student employees, ensuring daily checklists are completed.
Complete daily checklists in the absence of student coverage.
Maintain and update the main office training manual, checklists, and other materials.
Assign and oversee special projects for student employees as requested by leadership.
Evaluate student performance and develop plans for improvement, reporting ongoing concerns to HR.
Sort and distribute incoming mail and create/update mailboxes.
Log, store, and distribute incoming packages, including sensitive equipment.
Assist with inventory and ordering of office supplies.
Provide extra support to other administrative roles during peak times.
Assist with the acceptance of catering orders.
Provide back-up support to the College’s events team during peak periods.
Perform other duties as assigned to support College goals.