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Clerk IV - Chemistry

Job Description

Apply now Job no:515540
Work type:Staff Full Time
Location:UMass Amherst
Department: Chemistry
Union: USA/MTA
Categories:College of Natural Sciences

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

Serve as personnel coordinator with administrative responsibility for personnel actions and appointments of all staff, research fellows, postdoctoral research associates, and undergraduate students.  Manage daily operations of the Chemistry department's main office. Help assure compliance and confidentiality on personnel procedures, rules, and regulations.

Essential Functions


  • Prepare staff, undergraduate student, research fellow and postdoctoral researcher appointments, promotions, terminations, transfers and leaves of absence by recording such actions and completing forms for forwarding and approval.
  • Prepare continuations, changes, and correction memos/forms.
  • Prepare searches and/or waivers for staff and researchers.
  • Maintain records for staff, undergraduate student employees, and researchers.
  • Prepare cost projections for postdoc and other researcher positions.
  • Liaison with faculty, staff, students, researchers, International Programs Office, Human Resources, and external agencies.
  • Provide information in response to general inquiries about human resources issues, employment opportunities, and rules and regulations governing employment including pay, immigration, Americans with Disabilities Act, UMass disability services, Family and Medical Leave Act, workers compensation and the Faculty and Staff Assistance Program.
  • Assist new employees with information regarding completion of tax forms, ID cards, information technology accounts, orientation scheduling, etc.
  • Provide guidance to newly hired researchers, especially International Scholars.
  • Prepare visa applications for submission to the International Programs Office using the Sunapsis software.  Advise researchers of departmental policies and general visa restrictions.
  • Attend training workshops and college meetings pertaining to Human Resources functions.
  • Understand and implement procedures regarding visa requirements and HR policies.


  • Provide timely and accurate payroll compensation for staff, student employees, and researchers.
  • Ensure Time & Reporting is done accurately and judiciously.
  • Establish and maintain payroll records according to UMass record retention and disposition schedules.
  • Run weekly payroll reports/queries to monitor accurate time keeping in HR Direct (PeopleSoft).
  • Monitor funding balances for hourly staff and undergraduate students.

Office Management

  • Ensure a productive and professional office environment for staff, faculty, students and scholars.
  • In coordination with the Business Manager, hire and train office staff and student employees. Supervise and evaluate one non-exempt staff member. Provide functional supervision to two additional non-exempt staff members.
  • Coordinate, monitor, develop, and implement office procedures to ensure good customer service and employee relations.
  • Manage daily operation of the office and scheduling.
  • Assist the Seminar & Alumni Coordinator as needed with special seminars and reunion activities.
  • Organize and delegate project support for faculty as needed.
  • Serve as mail room supervisor, including overseeing on-going maintenance of mailboxes and the distribution of mail and hand-carries as needed.
  • Assist Business Manager with post award management as needed.
  • Order departmental keys for postdocs and scholars.
  • Contribute toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.

Other Functions

  • Understand responsibilities with respect to conflicts of interest and behave in ways consistent both with law and University policy.
  • Contribute toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
  • Understand and contribute to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
  • 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 Department of Chemistry and the College of Natural Sciences.
  • May be required to run off-campus errands as needed.

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

  • High school diploma or equivalent and at least three years of office experience. An Associate's Degree may be substituted for two years of the required experience.
  • One year of supervisory experience.
  • Excellent interpersonal skills. Ability to work with diverse populations and all levels of the University community in internal and external communications including faculty, staff, students, administrators and the public.
  • Excellent written and oral communication skills including the ability to write concisely and accurately.
  • Excellent organizational skills, with ability to prioritize and balance multiple time-sensitive projects with critical deadlines amid constant interruptions.
  • Knowledge of standard computer operating systems and proficiency with word processing, spreadsheets, and use of databases, as well as the ability to learn and adapt to new software with limited training provided.
  • Experience with online data entry systems/programs. 
  • Knowledge of basic accounting principles and practices and strong mathematical skills to perform computations with accuracy.
  • Ability to work independently, take initiative and operate with self-direction in a fast-paced office environment.
  • Ability to organize and prioritize goals; ability to collaborate well to formulate plans and objectives in accordance with overall college goals; ability to identify and implement process improvements.
  • Ability to manage multiple projects simultaneously and to set and meet deadlines while maintaining high standards of accuracy and quality.

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

  • One year of office management experience.
  • Experience with Human Resources.
  • Experience working in an academic department.
  • Experience with the visa application process.

Physical Demands/Working Conditions

  • Typical office environment.

Work Schedule

  • Monday – Friday 8:00am – 4:00pm, 37.5 hours a week.
  • May be required to work some nights and/or weekends.

Salary Information

Grade 13

Special Instructions to Applicants

Please submit letter of application, resume and contact information for three references.

Additional Information

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, 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:Aug 18 2022 Eastern Daylight Time
Applications close:Aug 24 2022 Eastern Daylight Time

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