Faculty Recruiting Support CICS

Clerk IV - Human Resources Coordinator

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 

The Human Resources Coordinator provides administrative support for human resources functions in the Manning College of Information and Computer Sciences (CICS).  

 

Essential Functions 

  • Provides day-to-day administrative support in the College's human resources (HR) office.  

  • Serves as the College's payroll coordinator. Provides training to new employees on how to report time, enters weekly payroll, resolves discrepancies, and answers general time and labor questions for the College.  

  • Processes all hourly undergraduate and graduate student hires, reappointments, changes, and terminations. Provides information and advice to hiring managers. Reviews, edits, and posts student job descriptions. Collects and reviews new hire paperwork and ensures that all paperwork is submitted on time. Coordinates with other colleges and departments as needed.  

  • Prepares graduate teaching assistantship appointments, reappointments, change of appointments, and terminations. Reviews and approves other assistantship appointments. 

  • Processes all personnel actions for non-benefited hourly employees including hires, reappointments, changes, and terminations. Coordinates new hire paperwork and onboarding.  

  • Provides administrative support for staff searches; schedules interviews and reserves meeting rooms. May provide administrative support for faculty searches; helps coordinate travel, lodging, and meals, prepares and delivers welcome packets, and reserves meeting rooms. 

  • Prepares office supplies for all new hires and ensures their workspace is ready for their arrival. Provides tours of our facilities to each new hire and introduces them to relevant staff and faculty along the way. 

  • Provides administrative support for various personnel activities such as performance reviews and FMLA paperwork. 

  • Maintains accurate, complete, and organized paper and electronic personnel and search files. Performs periodic audits of files as needed. 

  • Ensures HR bulletin boards are presentable and up-to-date. Prepares and posts new hire, birthday, event, and other posters as needed.  

  • Collaborates with the Assistant to the Chair of the Faculty to complete paperwork to appoint and reappoint adjunct faculty. Collaborates with the grant administration team and the Assistant to the Chair of the Faculty on the visitor approval process.  

  • Assists with planning and executing team building activities. 

  • Assists the HR Director with procard reconciliations and related paperwork.  

 

Other Functions 

  • Performs other duties as assigned or required to meet College or University goals and objectives. 

  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.  

  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.  

  • Understands and contributes to implementation of College and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.  

  • Uses access to sensitive and/or not yet public university-related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others. 

 

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

  • High school diploma or equivalent and at least two (2) years of full-time, or equivalent part-time, administrative experience in a professional office environment. 

  • Ability to arrive on time each day in order to maintain the working hours required for this position. 

  • Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative working style.  

  • Strong interpersonal 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. 

  • Independent initiative. Must have the ability to stay on task and work productively with a minimal amount of supervision or guidance.  

  • Willingness to take on a variety of tasks related to the successful operation and administration of the College. The ability to adapt and work effectively as the College grows.  

  • Ability to work effectively under pressure.  

  • Strong organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects. 

  • Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence. Ability to understand and follow complex oral and written instructions and create effective and efficient work processes. Ability to read, understand, apply and explain rules, regulations, and policies/procedures related to duties. 

  • The ability to think through problems, organize and seek out information, identify key factors and underlying causes, and generate solutions or resolve discrepancies. 

  • Ability to exercise sound judgment and maintain confidentiality. 

  • Strong computer skills including at least intermediate expertise with: 

    • Email 

    • Calendar systems such as iCal, Outlook, or Google 

    • Word processing software such as Microsoft Word or Google Docs 

    • Spreadsheets such as Microsoft Excel or Google Sheets 

    • Presentation software such as Microsoft PowerPoint or Google Slides 

    • Databases such as FileMaker or Microsoft Access.  

 

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

  • Associate degree or higher. 

  • Experience working in Human Resources. 

  • Experience working in a higher education. 

  • Knowledge and understanding of UMass personnel policies and procedures. 

  • Working knowledge of UMass systems such as HR Direct, PageUp, and Spire. 

 

Physical Demands/Working Conditions 

  • Typical Office Environment. 

  • Ability to provide in-person tours of our buildings on the Amherst campus to new hires. 

 

Work Schedule 

  • Monday - Friday, 8:30am-4:30pm. 

  • Occasional nights and weekends required. 

 

Salary Information 

Grade 13 

 

Special Instructions to Applicants 

Applicants must submit a resume, cover letter, and the names and contact information for three (3) professional references. 

To apply, please follow this link: https://careers.umass.edu/amherst/en-us/job/515979/clerk-iv-human-resources-coordinator

 

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.