Clerk IV

Title: Clerk IV

Executive Area: Academic Affairs

College/School/MBU: College of Info & Computer Sci

Department: Computer Science

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

Provide high-level administrative support within the Manning College of Information and Computer Sciences Dean's Suite, including support for Associate Deans (ADs) and Directors, and additional support for the Dean as needed. Responsibilities include managing a wide range of complex and confidential matters; managing and prioritizing schedules to address critical meeting requests; representing leadership at meetings as appropriate; reviewing and responding to correspondence on behalf of leadership; and planning and supporting events. The role also includes preparing reports, presentations, and other official correspondence.

Essential Functions

Manages and prioritizes the calendars of ADs and Directors, scheduling meetings and coordinating all related logistics, including calendar invitations, room reservations, virtual meeting platforms, audiovisual support, food and beverage orders, and preparation of meeting materials, handouts, and presentations.

Serves as the primary backup to the Executive Assistant to the Dean by providing office coverage and managing the Dean's calendar as needed.

Drafts, edits, and prepares correspondence, memoranda, reports, and other written materials on behalf of the ADs and Directors. Prepares materials for meetings and presentations, including organizing printed materials and creating professional presentations.

Attends meetings with, or on behalf of, the ADs and prepares clear, accurate summaries to relay critical information. Keeps an accurate list of action items and follows up on those items until resolution.

Reconciles BankCard statements on behalf of the Staff Directors. Researches discrepancies, obtains missing receipts, prepares accompanying forms, and submits all paperwork to the College's finance team in a timely manner.

Participates in the planning and logistical support of large-scale College events, such as CICS Research Night, and arranges workshops and events with CICS faculty and industry partners in support of the AD of Research & Engagement and the Executive Director of Strategic Partnerships. Develops and recommends marketing strategies to promote attendance; schedules and attends planning meetings; sends reminders to ensure deadlines are met; secures appropriate venues; manages correspondence with honorees, speakers, and attendees; and tracks RSVPs. Serves as a liaison with industry partners. Prepares and distributes correspondence, reserves space, and coordinates food and beverage services.

Monitors the AD of Research & Engagement email account and triages, drafts, and responds to messages as appropriate. Distributes announcements related to seminars, presentations, and research opportunities to faculty, staff, and students.

Keeps the Dean's Suite organized and presentable. Orders office and other supplies as needed.

Coordinates travel arrangements and itineraries for the Directors. Prepares travel authorizations and reimbursements in accordance with University travel policies and procedures. Reviews and ensures complete and correct paperwork is submitted in a timely manner.

Supports Manning CICS internal and external awards committees by coordinating with committee members to track awards, deadlines, and submission requirements. Receives, organizes, and manages award nominations and supporting materials on behalf of the committees.

Other Functions

Performs related duties as assigned to support College and University goals and objectives.

Answers, screens, and responds to phone calls, email, and mail using sound judgment to assess urgency and determine appropriate routing.

Understands and adheres to responsibilities related to conflicts of interest, confidentiality, and the appropriate use of sensitive or non-public University information.

Minimum Qualifications

High School diploma.

Two (2) years of experience as an administrative assistant in an office setting, preferably supporting someone at the Director level or higher.

Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. Strong interpersonal skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students, and off-campus constituents.

Independent initiative. Must have the ability to stay on task and work productively with a minimal amount of supervision or guidance. Willingness to take on a variety of tasks related to the successful operation and administration of the College.

The ability to adapt and work effectively as the College grows and changes. Ability to work effectively under pressure.

Strong organizational skills and attention to detail, with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.

Ability to read, understand, apply and explain rules, regulations, and policies/procedures related to duties.

Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.

The ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions or resolve discrepancies.

Ability to exercise sound judgment and maintain confidentiality.

Strong computer skills including at least intermediate expertise with:

Email
Calendar systems such as Outlook or Google
Word processing software such as Microsoft Word or Google Docs
Spreadsheets such as Microsoft Excel or Google Sheets
Presentation software such as Microsoft PowerPoint or Google Slides
Databases such as FileMaker or Microsoft Access
Electronic filing and sharing systems such as OneDrive or Google Drive

Ability to work occasional nights and weekends.

Preferred Qualifications

Experience working with BuyWays.

Experience reconciling Bank Cards and completing expense reports.

Experience planning and executing events and workshops.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

M-F, 8:30am - 5:00pm.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.

Salary Information

Pay Grade: USA/MTA Grade 13

Click here to view the Classified Step Scale

Special Instructions for 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.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.