About the role
Title: Clerk IV (Office Manager)
Executive Area: Academic Affairs
College/School/MBU: College of Nursing
Department: Dean - College of Nursing
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Hybrid
Job Summary
The Clerk IV (Office Manager) will be working in collaboration with the Marieb Center for Nursing and Engineering Innovation Co-Directors providing administrative support and is responsible for overseeing all day-to-day and strategic operational aspects of the Marieb Center. This is a 3-year appointment with the possibility of extension based on funding.
Essential Functions
Program Operations:
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.
Recordkeeping:
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.
Other Functions
Performs other related duties as assigned.
Minimum Qualifications
Three (3) years of full-time or equivalent part-time administrative experience. An Associates 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.
Preferred Qualifications
Experience in program administration, academic administration, business administration, or a related field.
Knowledge of specific college level and university academic and administrative policies, travel policies, procedures, and operations.
Knowledge of specific hardware and software in use by the Center and University.
Additional Details
Attendance at training sessions for professional skills, as needed.
This position is subject to final budgetary and administrative approval.
Working Conditions
Work is performed in a standard office or indoor university environment and involves minimal physical exertion.
Work Schedule and Work Arrangement
Monday - Friday; within standard working hours.
This is a 3-year appointment with the possibility of extension based on funding.
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.