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Clerk IV (Administrative Support Specialist)
Title: Clerk IV
Executive Area: Academic Affairs
College/School/MBU: Humanities & Fine Arts
Department: Dean - Humanities & Fine Arts
Work Location: Amherst
Schedule: Full Time
Work Arrangement: Hybrid
Job Summary
The Administrative Support Specialist (Clerk IV) provides clerical, operational support and serves as a liaison between the HFA Dean’s Office, faculty and staff of HFA’s fourteen academic departments and eight programs, staff of the Provost’s Office, staff of the central Human Resources Office, and other university business units.
This is a temporary one-year (01) fully-benefited position.
Essential Functions
Prepares, reviews, and processes administrative forms and documentation related to staff, faculty, and student employees.
Assists in maintaining records and tracking eligibility or progress for programs, awards, or appointments.
Supports the preparation and submission of position descriptions, employment requests, and related documentation.
Drafts correspondence, offer letters, and other official communications, ensuring adherence to approval workflows.
Provides administrative support for faculty development programs, including tenure, promotion, and reappointment processes.
Maintains accurate records of searches, appointments, and other administrative actions.
Coordinates with departments, programs, and central offices to ensure smooth workflow and communication.
Assists in onboarding or training department-level staff on administrative processes.
Acts as a first point of contact for general administrative questions and may provide guidance on policies or procedures.
Other Functions
Performs other duties as assigned.
Minimum Qualifications
High School Diploma.
At least three years of administrative support experience or related higher ed work. An Associate’s Degree or higher may substitute for one year of experience.
Flexibility to work with initiative and willingness to take on a variety of tasks.
Extensive organizational skills and attention to detail.
Ability to stay on task and work productively with a minimum of supervision.
Ability to exercise sound judgment and maintain confidentiality.
Ability to work both independently and to be part of an effective team with a highly cooperative and collaborative work style. 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.
Preferred Qualifications
Experience working in a high education administrative office.
Additional Details
This is a one-year, full-time, term-limited position with full benefits.
Working Conditions
Work is performed in a standard office or indoor university environment and involves minimal physical exertion.
Work Schedule and Work Arrangement
37.5 hours per week between 8:00am and 5:00 pm (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. As this position falls within the University Staff Association, it is subject to the terms and conditions of the University Staff Association collective bargaining agreement.
Salary Information
Pay Grade: USA/MTA Grade 13
Click here to view the Classified Step Scale
Special Instructions for Applicants
Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for 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.
