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University of Massachusetts Amherst Clerk IV - Graduate Program Coordinator/Department Receptionist in Amherst, Massachusetts

Clerk IV - Graduate Program Coordinator/Department Receptionist

Apply now ( Job no: 511059

Work type: Staff Full Time

Location: UMass Amherst

Department:Music & Dance


Categories: Administrative/Office Support, College of Humanities & Fine Arts

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

Provide administrative assistance for the graduate program in Music and serve as receptionist and office assistant for the Department of Music and Dance.

Essential Functions

  • Provide administrative assistance for the graduate program in music, working in conjunction with the Graduate Program Director (GPD), Director of Admissions as appropriate, and the Department Chair.

  • Inform and guide graduate students through the program, researching and gathering information from the Graduate School including deadlines for academic and contract matters.

  • Assist GPD and Department Chair in revising existing or creating new forms and procedures to streamline the administrative processes for the graduate program. Develop and maintain system for distributing commonly used materials such as override and late add/drop forms and exam outcome sheets.

  • Develop and maintain the graduate program student database in music. Compile statistics, data, and figures concerning graduate students for internal and external departmental reports. Provide annual email list and spreadsheet with necessary information as requested to GPD and Department Chair.

  • Maintain active graduate student files, monitoring status to comply with assistantship requirements. Monitor bursar bills and student status. Maintain archived files for inactive/graduated students.

  • Prepare hard-copy diagnostic exams given to graduate students on audition days, working in conjunction with GPD and Director of Admissions.

  • Assist GPD and Department Chair with the graduate admissions process from initial application through acceptance. Liaise and coordinate with Director of Admissions regarding applicant status, materials, international issues, program details, and resolve any issues or problems.

  • Produce detailed progress reports and spreadsheets for faculty to review on the status of applicants.

  • Liaise with the International Programs Office as necessary to assist international students on issues regarding student status, visa, and language problem interventions in conjunction with GPD.

  • Assist GPD and Department Chair in the administration of the teaching assistantship program in music, including processing teaching assistantship offers, contracts, job descriptions, and online graduate appointment paperwork.

  • Run queries, process overrides, and access transcripts and student records in SPIRE to meet the needs of the program. Obtain Admissions Office clearance to access graduate applicant materials and process online acceptance decisions for music.

  • Design layouts and produce printed programs for graduate student recitals and concerts within the department utilizing Photoshop, Publisher and MS Word software. Meet with faculty/students to review and resolve any program problems, changes or corrections, through final production.

  • Maintain the Department’s graduate program bulletin board, posting official information including deadlines, policies, job opportunities, etc.

  • Initiate and work on special projects for Department Chair with regard to the graduate program.

  • Answer student questions as appropriate, referring matters of academic substance to GPD or Department Chair.

  • Maintain regular communication with GPD and Department Chair on graduate student matters through frequently scheduled meetings. Attend Graduate Program meetings as requested.

  • Serve as Department receptionist, answering phone calls, responding to Department email account, directing students and faculty to appropriate staff, processing paperwork, assisting Clerk V, and all other receptionist responsibilities that arise.

  • Assist marketing staff with maintaining and updating Department bulletin boards and public directory.

  • Maintain up-to-date faculty/staff contact information (phone, address, title, etc.) and circulate annually among faculty/staff.

  • Maintain Department office supplies (working in conjunction with Business Manager), copy machines, and fax machine.

  • Ensure that faculty, graduate students, and temporary faculty have properly labeled mailboxes. Retrieve mail and distribute to faculty/staff mailboxes daily.

  • Serve as direct supervisor of main office work-study students, including interviewing, hiring, training, assigning work, and evaluations.

  • Oversee the distribution and record-keeping of Department parking passes.

  • Attend staff meetings as required.

  • Perform other duties as assigned.

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

  • High School Diploma (or equivalent).

  • At least three years of administrative experience with office management skills.

  • Experience with computer and computer skills, including proficiency with MS Word, Excel, FileMaker (or equivalent database program), Outlook email, and web browsers.

  • Experience working with the public.

  • High level of organizational skills and independent thinking, self-disciplined, and self-motivated.

  • Ability to work independently to meet deadlines with attention to detail.

  • Experience handling and coordinating multiple priorities, problem solving, and communicating with those affected in a timely manner.

  • Strong interpersonal skills and ability to work well with multiple constituencies, including faculty, staff, students, parents, and the public.

  • Ability to communicate effectively in written and oral communication.

  • Ability to exercise sound judgment, analyze information, and present recommendations in a thoughtful, timely, and informative manner.

  • Ability to answer emails in a timely manner.

  • Ability to exercise discretion and professionalism in handling confidential information.

  • Ability to file material in accordance with standard filing procedures and to maintain records, including accuracy with names, numbers, codes, and/or symbols.

  • Ability to understand and apply rules, policies, and procedures of assigned office activities.

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

  • Experience with MS Publisher preferred.

  • Associate’s Degree in office management or related major preferred.

  • Knowledge of music desirable.

Physical Demands/Working Conditions

Standard office environment.

Additional Details

Receive direct supervision from Clerk V (department chair’s assistant) and functional supervision from Department Chair, Graduate Program Director, and Business Manager. This position is critical to the functioning of the Graduate Program in music and the Department of Music and Dance.

Work Schedule

Monday – Friday, 8:00 am – 4:00 pm (37.5 hours per week)

Salary Information

Grade 13

Special Instructions to Applicants

Please submit your application online and include a resume, cover letter and contact information for three professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information 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 the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Nov 25 2021 Eastern Standard Time

Applications close: Dec 1 2021 Eastern Standard Time