The University of Massachusetts Amherst
University of Massachusetts Amherst

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Personnel and Financial Coordinator - Clerk IV

Job Summary

The Personnel and Financial Coordinator supports the smooth and effective execution of the department personnel processes and provides support for the department financial administration.

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Essential Functions

  • Assist the Director of Administration and Research (DAR) and Personnel Committee Chair in the preparation of all faculty tenure and mini-tenure cases, PMYR cases, annual faculty reports, faculty publication lists, sabbatical leave requests, unpaid leaves, course buyouts, and other personnel actions as needed. Use online tracking systems to proactively provide timely reports for department planning purposes.
  • Coordinate faculty and staff searches, including implementing advertising strategy, prepare final recommendation documentation, maintain search records and prepare related reports.
  • Prepare appointment, reappointment and non-reappointment forms for faculty, student assistants, and visiting faculty. Brief the Department Chair and DAR in timely fashion of upcoming personnel actions, requirements and deadlines. Prepare additional compensation forms, late pay forms, and other routine personnel actions.
  • Track faculty teaching obligations and course releases, committee assignments, and related faculty obligations for department planning purposes.
  • Maintain organized department faculty personnel files (online and hard copy).
  • Manage the department’s time and attendance system. Collect information and prepare bi-weekly time and attendance reports for the department staff, faculty and student employees. Input hours for undergrad and grad student assistants.  Complete appropriate forms for late payment, adjustments or corrections to reported time when needed.  Submit reports after Chair's approval. 
  • Under the direction of the Financial Manager, process travel and other reimbursements.  Prepare purchase requisitions and serve as the department Procard coordinator, ensuring accurate record keeping, and timely report and audit submissions.  Serve as a liaison with vendors to ensure appropriate delivery of services or products.
  • Process other financial requests including journal entries and budget transfers.  Provide additional assistance or support to the Financial Manager as required.

Other Functions

Perform other duties as assigned by supervisors showing adaptability and flexibility to accomplish goals. Serve in a back-up role for other department staff as appropriate and needed.

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

  • High School Diploma and at least 2 years full-time or equivalent part-time office work experience.
  • Excellent ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style.
  • Excellent organizational skills and superb attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
  • Ability to write concisely and informatively with proper grammar and appropriate business style. Must be able to develop ideas in a logical sequence to write effective reports, letters, emails, or web-based information for internal and external audiences.
  • Expert computer usage skills including spreadsheet, word processing, database and presentation software with the ability to quickly learn new software programs needed for position duties.
  • Excellent ability to maintain database records, analyze data, and prepare reports and presentations from those records.
  • Ability to adapt and work effectively as the situation changes.
  • Excellent interpersonal communication skills with the ability to interact effectively, and create and maintain harmonious relationships with a diverse population of staff, faculty, students and off-campus constituents.
  • Ability to stay on task and work productively with a minimum of supervision.
  • Ability to investigate a situation, seek out additional information and resolve discrepancies.
  • Ability to think through problems, organize information, identify key factors and underlying causes to generate solutions.
  • Ability to understand and follow complex oral and written instructions and create effective and efficient work processes.
  • Ability to work effectively under pressure and varying situations with independence, competent judgment and discretion.
  • Flexibility to work with initiative and willingness to take on a variety of tasks related to the successful administration of the unit.
  • Ability to exercise sound judgment and maintain confidentiality.
  • Ability to follow guidelines, procedures and policies.

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

  • Experience working in a higher education environment preferred. 
  • Experience with human resources and financial administration preferred.

Physical Demands/Working Conditions

Typical office environment

Work Schedule

8:30 am – 5:00 pm  (37.5 hours per week)

Salary Information

Grade 13

Special Instructions to Applicants

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

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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: Oct 7 2021 Eastern Daylight Time
Applications close: Oct 13 2021 Eastern Daylight Time