Clerk IV (Main Office Coordinator)

UMass Amherst•Amherst, NY

1d•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 student employees.

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 highly cooperative and collaborative work style.
Strong interpersonal skills with the ability to interact effectively and create/maintain harmonious relationships with a diverse population.
Independent initiative; ability to stay on task and work productively with minimal supervision.
Strong organizational skills and attention to detail, with the ability to complete assignments in a timely manner, balancing concurrent projects.
Ability to understand and follow complex oral and written instructions and create effective work processes.
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 (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, phone, and email, greeting them professionally and courteously.
Answer questions and resolve concerns independently when possible, or direct inquiries to the appropriate person, location, or resource.
Maintain a clean, organized, professional, and welcoming reception area.
Open and close the College’s public spaces, classrooms, and key meeting spaces daily.
Periodically check and ensure the presentability of all public spaces, including rearranging furniture as needed.
Report maintenance or janitorial issues to the College’s facilities team.
Hire, train, schedule, and supervise student employees to support college operations.
Ensure student employees complete daily checklists and complete them on behalf of students if coverage is absent.
Keep the main office’s training manual, checklists, and other materials up-to-date.
Assign and oversee special projects for student employees as requested by leadership.
Evaluate student performance and develop plans to address concerns, reporting ongoing issues to the Human Resources Business Partner.
Sort and distribute incoming mail and create/update mailboxes for staff and faculty.
Log and securely store or distribute a large volume of incoming packages, including computers and hardware, in coordination with the College’s facilities and hardware group.
Assist with inventory and ordering of office supplies.
Provide administrative support to other roles during peak times.
Assist with the acceptance of catering orders and provide back-up support to the College’s events team during peak periods.
Perform other duties as assigned to support College goals and objectives.