Details - Clerk IV (Assistant to the Department Head - Hybrid Opportunity) | Human Resources (2024)

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 Assistant to the Head of the Department of Biochemistry and Molecular Biology provides a range of administrative and operational support for the Department of Biochemistry and Molecular Biology, including Faculty Search and Personnel Committees.

Essential Functions

Examples of duties:

• Coordinates and supports faculty personnel searches in accordance with Federal, State, and campus guidelines. Including managing the posting of external advertisem*nts in the appropriate professional journals and websites.
• Coordinates faculty candidate visits and invited guest speakers including, but not limited to, travel, hotel reservations, and interview scheduling.
• Administers faculty actions including, but not limited to, pre-tenure reviews, tenure, promotion, annual faculty reviews, and sabbatical requests. Ensure adherence to review procedures and protocols while assisting with compiling faculty case information and maintaining personnel files. Notify faculty of submission deadlines.
• Consults with Dean’s office Human Resources staff to provide department faculty with current and updated information on personnel policies and procedures and eligibility for personnel actions.
• Oversee personnel actions including, but not limited to, appointments, reappointments, salary adjustments, and leaves for faculty, and provide backup for similar actions for staff, graduate student research assistants, postdoctoral researchers, and research fellows.
• Provide administrative support as needed. Record the minutes of meetings. Responsible for the archival of records. Manages department directories and calendars, including coordinating the department head’s calendar.
• Compiles and edits major department documents, including accreditation materials, AQADs, strategic plans, etc.
• Assist with planning, publicizing, implementing, and attending department events, such as Nordin lecturers, BMB Award Ceremony, and Senior Celebration.
• Manages inventory of departmental space, including office assignments and room assignments for seminars, visitors, and conferences.
• Coordinates mail distribution and building access.
• Assists with record-keeping and compliance audits for space management, equipment inventory, and research lab safety training.

Other Functions

• Work collaboratively and effectively to promote teamwork, diversity, equality, and inclusiveness.
• Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
• Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

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

• High School diploma plus two (2) years relevant experience or Associate Degree plus one (1) year of relevant work experience; or equivalent.
• Knowledge of accounting procedures and good basic math skills.
• Excellent attention to detail.
• Excellent oral and written communication skills, including the ability to compose short memos and letters, and knowledge of grammar, punctuation, and spelling.
• Ability to maintain confidentiality of records, documents, and communications.
• Willingness to learn new skills and adapt to changing job requirements.

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

• Knowledge of university policies and procedures, including rules and software related to Procurement, Accounting, Accounts Payable, OneCard, and record retention.
• Knowledge of university systems, including BuyWays, PeopleSoft, Summit, and Spire.
• Knowledge of Spreadsheets, databases, and other computer programs including: MS Word, Excel, PowerPoint, and email.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• Monday–Friday; 8:30am–5:00pm (or similar schedule), 37.5 hours per week.
• 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, therefore.

Salary Information

Grade 13

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.

As part of a commitment to their own multicultural community, CNS seeks an individual with a demonstrated commitment to diversity and one who will understand and embrace university initiatives and aspirations. (https://www.cns.umass.edu/diversity-equity-inclusion)

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.