Clerk IV (Undergraduate Programs Office)

Title: Clerk IV (Undergraduate Programs Office)

Executive Area: Academic Affairs

College/School/MBU: Management

Department: Dean - Isenberg School

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Job Summary

The Isenberg Undergraduate Program serves a diverse and varied group of faculty, staff, parents, and students. The Clerk IV coordinates the Isenberg Undergraduate Programs office student engagement area. Acts as a first resource for undergraduate students, faculty, parents/guardians and others to effectively triage needs, referring complex inquiries to appropriate office staff.

Essential Functions

Acts as first contact for undergraduate students, faculty and parents seeking information and/or academic advising. Uses Spire and Navigate to assess and meet student needs. Makes rapid decisions to either personally advise the student immediately, refer to another person or office, or arrange later appointment. Effectively triages all incoming student engagement.

Provides advice to students about compliance with University academic policies and procedures. Assists in providing support for students in the business minor program. Assists with change of major requests for current students based on managing advisor guidance and process major changes for internal transfer admitted students.

Utilizes Undergraduate Programs office specialized software applications. Remains current with the changing software and database systems utilized by Undergraduate Programs Office.

Participates in course registration by undergraduate majors and minor students. Tasks associated with this responsibility include: add students to offline and restricted courses, remove registration holds from student records, and process course enrollment overrides, and late adds and withdrawals.

Provides information about Isenberg undergraduate programs and curricula to faculty, staff, students, and other academic deans, and off-campus correspondents.

Represents Isenberg undergraduate programs to the public, responds to inquiries from parents and prospective students referring to deans and advisors as appropriate, arranges visits and tours with Isenberg departments.

Maintains the appointment calendars of team advisors. Ensures that students meeting with advisors are assigned to an appropriate advisor and that advisors have access to all materials required for advising.

Supports the organization of special Isenberg undergraduate events such as the Isenberg Senior Celebration, Isenberg Welcome Day, Isenberg Induction Ceremony, and Isenberg Senior BBQ.

Works with vendors, Isenberg marcom, and University licensing office to purchase Isenberg swag merchandise.

Prepares PPT slides for digital screens in Isenberg related to UPO general messaging and events.

Processes travel and reimbursement for departmental travel and expenditure payments for departmental business.

Assists with onboarding new staff. Communicates with new staff to assess office needs. Works with facility manager to ensure office readiness. Works with TSS to ensure technological capabilities of office space.

Other Functions

Other duties as assigned.

Minimum Qualifications

High School Diploma with three (3) or more years of relevant office experience or Associate's Degree with one (1) or more years of relevant office experience.

Computer skills required: Microsoft Office applications, including Word, Excel, DocuSign, Zoom, Access, and PowerPoint; expertise with social networking applications, and website editing and updating.

Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.

Ability to give written and oral instructions in a precise, understandable manner.

Ability to establish rapport and maintain harmonious working relationships with persons from varied backgrounds.

Ability to exercise sound judgment and to exercise discretion in handling confidential information.

High degree of organizational skills and knowledge of office administration; ability to balance work tasks in a demanding environment. Willingness and ability to work under pressure. Ability to prioritize and work on multiple tasks simultaneously.

Ability to take initiative in carrying out projects and understanding and applying departmental and university policy and procedures to assigned activities.

High level of accuracy and attention to detail.

Ability to understand and apply departmental & university policy & procedures to assigned activities.

Additional Details

Qualifications Acquired on the Job:

Knowledge of responsibilities under both FERPA and Title IX.

Knowledge of Spire, Navigate macros, queries.

Understanding of applicable University and Isenberg Policies and Procedures.

Ability to develop improved office systems and protocol.

Specific knowledge of university and college academic rules and regulations.

An understanding of college and university organizations.

Expertise with Spire, Student Success Collaborative, and other university software platforms.

A campus-wide network of contacts to support problem solving.

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 and cover letter. References will be requested 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.