Clerical Assistant - Health Promotion and Policy

Title: Clerical Assistant - Health Promotion and Policy

Executive Area: Academic Affairs

College/School/MBU: Public Health/ Health Sciences

Department: Health Promotion & Policy

Work Location: Amherst

Schedule:Part Time

Work Arrangement:Hybrid

Job Summary

Provides administrative and clerical support to the department of Health Promotion and Policy (HPP) including the Chair, Graduate Program Director, Office Manager, Program Heads, faculty members, and student workers. Participates in supervision of student workers.

Essential Functions

Oversee routine upkeep of the department space, supplies, and records, including updating hallway signage as needed, maintaining office equipment, ordering and stocking kitchen and breakroom supplies, tidying shared spaces, gathering and distributing mail, and submitting and tracking facilities requests.

Provides direct administrative support to HPP Chair, Graduate Program Director, Program Heads, and Office Manager by preparing information for meetings and presentations, typing of documents, scheduling meetings, drafting and distributing departmental communications, maintaining pertinent department records, and assisting staff with projects.

Provide direct administrative support to department faculty and staff, including student hiring, changes in student employment positions, purchasing, expense reporting, distributing course evaluations, creating and distributing job aids, and service role descriptions.

Assist in meeting and event coordinating, including scheduling, reserving space, preparing information for meetings and presentations, ordering food and other supplies, and communication with relevant guests and event organizers.

Coordinate tasks for hourly student assistants.

Provide additional administrative, financial, personnel, operational, and student support to HPP Department Chair, Program Heads, Graduate Program Director, and Office Manager as needed.

Other Functions

Perform other duties as assigned.

Minimum Qualifications

High school diploma or equivalent.

Ability to use computers with competence and accuracy in word processing, spreadsheet, and database software, particularly Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Foxit.

Ability to communicate clearly and professionally (reading, writing, comprehension) including proper grammar, punctuation, spelling, word meaning and word usage.

Ability to communicate effectively and politely in oral expression, to establish and maintain harmonious working relationships, and to deal tactfully with others.

Excellent attention to detail and accuracy.

Excellent reliability.

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

Ability to interact with individuals from diverse backgrounds. Commitment to inclusion and awareness & understanding of diverse thought, cultures, race, gender, and other differences.

Excellent interpersonal skills required, including ability to maintain a positive attitude while working on multiple tasks and under stress.

Excellent organizational skills; ability to prioritize workload effectively, efficiently, and independently, manage multiple tasks accurately, and track/report progress on activities.

Preferred Qualifications

Familiarity with applicable University of Massachusetts systems (e.g., SPIRE, Concur, BuyWays, HR Direct, etc.)

Experience working with UMass administrative and academic policies, procedures, and systems.

Working Conditions

Work is primarily performed in an indoor university environment and involves lifting and transporting materials or equipment and general physical activity, including prolonged standing, walking, or assuming low postures.

Work Schedule and Work Arrangement

Monday through Friday

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.

Salary Information

Hourly Rate:24

Special Instructions for Applicants

Along with the application, please submit three (3) letters of recommendation or the names and contact information of 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.