Clerk IV (Office Manager - CNEI)

University of Massachusetts Amherst-posted 27 days ago
Full-time • Entry Level
Amherst, MA
1,001-5,000 employees
Religious, Grantmaking, Civic, Professional, and Similar Organizations
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The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued-and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world. About the Elaine Marieb Center for Nursing and Engineering Innovation The Marieb Center established in 2021 is the home of exciting and promising opportunities to foster interdisciplinary partnerships that bring substantial innovations and scalable solutions to the world's most pressing healthcare problems. The mission of the Marieb Center is to pioneer innovation through the intersection of nursing, engineering, and research; unleash the untapped potential of nurses and engineers working together as healthcare innovation leaders, and foster the capacity for rapid application of nursing and engineering skillsets to identify issues and realize effective solutions. Job Summary The Clerk IV will be working in collaboration with the Marieb Center for Nursing and Engineering Innovation Co-Directors and is responsible for overseeing all day-to-day and strategic operational aspects of the Marieb Center and providing administrative support. This is a temporary, 3-year, grant funded position. Continued employment is contingent on availability of funding.

  • Act as first point of contact for those interested in Elaine Marieb Center for Nursing and Engineering Innovation work. Able to communicate clearly and professionally with individuals of all backgrounds, experiences, and needs.
  • Maintain departmental email and calendar for the Elaine Marieb Center for Nursing and Engineering Innovation.
  • Provide support for the faculty pilot grants. Collect submissions, maintain contact with awardees, and organize fund dispersal with the business office. Collect and track reports from grant groups.
  • Receives and distributes incoming mail, memoranda, packages, etc. to appropriate individuals within the department.
  • Ability to work on different tasks within a day to ensure due dates are met.
  • Ability to prioritize duties and exhibit excellent communication skills both written and verbal.
  • Compose correspondence for routine communications such as requests for information, confirmation of meetings, etc.
  • Researches purchasing needs for the center using University resources and facilitates no-bid justifications as needed when shopping in Buyways.
  • Expedites graduate and undergraduate student appointments for Center through collaboration with the Dean's offices.
  • Produces serial reporting from Summit for the Center.
  • Manages a corporate card for Center, travel, and travel reimbursement for the Center members. Makes travel arrangements, confirms, and provides travel information to travelers. Processes travel reimbursement and maintain files associated with travel.
  • Composes, edits, and compiles correspondence, reports, memoranda, publications, and other documents on behalf of the Center when appropriate. Ensures proper electronic files of all correspondence.
  • Compiles statistical information to be included in reports of departmental work.
  • Maintains productive working relationship with Colleges of Nursing and Engineering, and other campus and off-campus offices.
  • Performs other related duties as assigned.
  • Three (3) years of full-time or equivalent part-time administrative experience. An associate's degree or above may substitute for two (2) years of experience.
  • Excellent oral and written communication skills, including telephone etiquette, proper grammar, spelling, punctuation, and the ability to comprehend and convey information clearly and professionally.
  • Strong interpersonal and collaboration skills, with the ability to work effectively with internal and external constituents in a diverse community, maintaining harmonious working relationships.
  • Proven ability to handle confidential materials with discretion and exercise sound, independent judgment in managing sensitive issues and prioritizing communications.
  • Highly organized and detail-oriented, with the ability to manage multiple complex tasks simultaneously in a fast-paced environment with frequent interruptions.
  • Demonstrated ability to plan, prioritize, and follow through on assignments independently, while meeting deadlines and maintaining accuracy.
  • Proficient in general office practices, including maintaining records, compiling information, and performing basic bookkeeping functions.
  • Advanced computer skills, including Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), shared file systems (e.g., Teams, OneDrive), and standard office equipment; quick to learn new software tools.
  • Strong understanding of institutional policies, procedures, and compliance requirements across departments and campuses.
  • Experience in program administration, academic administration, business administration, or a related field.
  • Knowledge of specific Center, Nursing, Engineering, and University academic and administrative policies, travel policies, procedures, and operations.
  • Knowledge of specific hardware and software in use by the Center and University.
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