About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate, and professional degrees. The University sits on nearly 1,450 acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Office Manager (Clerk V) is an integral part of the team that supports the Chancellor and the Chancellor's office by providing the administrative services required to maintain the office's efficiency and professionalism. The Office Manager is the first point of contact in the Chancellor's office which means that they must graciously receive all visitors who engage with this high-profile campus office.

Essential Functions

• Manages the front office; engaging with all visitors in a highly professional and welcoming manner.
• Responds to all phone and in-person inquiries with clarity, tact, and diplomacy which includes triaging and frequent troubleshooting. Converses with various university stakeholders about a wide range of complex and/or at times challenging/emotionally-charged topics. Maintains visitor activity/call logs and tracks required follow-up actions. Monitors and reports on trends in visits, calls, and correspondence to identify emerging issues, ongoing problems, or areas of concern.
• Processes mail which includes distributing and filing correspondence that is often confidential. May draft or prepare letters for the Chancellor's signature.
• Coordinates a high volume of travel for the Chancellor as well as others within the Chancellor's office; maintains all records and receipts as part of the travel expense management process.
• Prepares conflict of interest/gift/state ethics' disclosures and/or related documents.
• Provides scheduling and calendaring assistance to Chancellor's office staff.
• Assists other office staff with meetings/events as needed which includes receiving guests and refreshments.
• Maintains detailed contact lists, undergraduate and graduate catalogs, and office procedures and protocols.
• Maintains an inventory of the Chancellor's office property.
• Monitors and maintains office supplies.

Other Functions

• In service of the office, handles additional administrative responsibilities on behalf of the Chancellor's Executive Assistant and others when needed.
• Performs other duties as assigned.
• Participates in training programs required to fulfill job duties and/or to enhance work-related knowledge.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High school diploma with three (3) years of administrative or office experience.
• Experience working in executive/C-level office environments.
• Prior customer service experience.
• Exceptional communication skills.
• Demonstrated ability and/or direct experience engaging with emotional persons and/or topics which includes being skilled at maintaining composure when faced with challenges.
• Highly organized with strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Proficient in Microsoft Word, Outlook, and Excel.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Associate or Bachelor's degree.
• Experience with UMass systems, including Peoplesoft, Concur, and BuyWays.
• Experience in Higher Education.

Physical Demands/Working Conditions

Typical office environment.

Additional Details

This position reports to the Chancellor's Chief of Staff.

Work Schedule

• Monday - Friday; 8:30AM - 4:30PM.
• 37.5 hours per week.

Salary Information

Non-unit Grade 15.

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.