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Title: Clerk IV (Business Manager)

Executive Area: Academic Affairs

College/School/MBU: Humanities & Fine Arts

Department: Women Gender Sexuality Studies

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

 

Job Summary

The WGSS Business Manager provides comprehensive administrative, academic program, financial, and operational support to the Department of Women, Gender, Sexuality Studies (WGSS). This position plays a central role in managing undergraduate and graduate programs, coordinating course scheduling, overseeing personnel and financial processes, and supporting departmental development, communications, and events. The Business Manager ensures the efficient functioning of departmental operations while supporting a collaborative and inclusive academic community.

 

Essential Functions

Undergraduate Program Management

Assist the Undergraduate Program Director (UPD) in tracking majors and minors. As the main office contact, the Business Manager assists in the retention of current students and recruit potential ones by being a primary point of contact for students. Assist Chair and Undergraduate Program Director (UPD) with Spire reports and queries. Process End of Program Reports, collect data from reports for Chair and UPD. Register courses and track changes to courses and enrollment in CAPS. Help Faculty Scholarship Coordinator with scholarship applications including collecting, tracking, outreach, management and processing.

Manage add/drop and registration issues for all students including Internships/Practicums, Honors scheduling and outreach. Assist UPD in outreach to other departments about WGSS courses. Process intakes from faculty sponsors and add students to Major and Minor. Digitize, organize, maintain, and share all undergrad student and program files. Coordinate undergraduate receptions (fall and spring) and graduation. Make graduation certificates each Spring Semester and mail to students if needed.

Supervise work study students to advertise departmental events, including making and posting fliers.

Graduate Program Administration

Act as liaison with Graduate School. Work with Graduate Program Director (GPD) to support Graduate program including communicating program requirements, policies, procedures to current and prospective graduate students. Help track courses both inside and outside the department that can fulfill those requirements and promote their interdisciplinary research. Manage add/drop and registration issues for graduate students.

Establish database of graduate students enrolled in the Certificate and clear students for completion of the Certificate each academic year. Assist GPD in coordinating independent studies/practicums including intake, registration, and related tasks. Maintain graduate student listserv and other communication tools. Collect and coordinate applications to the Graduate Certificate Program each spring and submissions for Graduate prizes (Berkman Award and fall/spring Research Presentation Awards, for example). Collect applications and assist Chair and DGP with hiring of teaching assistants/associates.

Scheduling & Course Management

Collect information from faculty on course descriptions, titles for new courses and schedule of teaching. Schedule courses through CAPS in coordination with Chair of the department.
Communicate with University Registrar and Scheduling Office. Coordinate Continuing Education (formerly CPE, UWW and currently U+) course scheduling, including applications for teaching, hiring instructors, and coordinating and publicizing courses. Design, edit and publish results online for distribution to UMass advisors and faculty each semester, and our partner programs in the consortium as a Course Guide for each upcoming semester.

Select and collate (for approval by UPD and GPD) all courses pertinent to the WGSS major/minor/graduate certificate, including courses in WGSS and all related UMass departments, U+, Amherst College, Mount Holyoke, and Smith Colleges. Make suggestions of which courses fulfill WGSS requirements.

Personnel Administration

Prepare and maintain all personnel paperwork (including appointments, additional compensation, reappointments, etc.) for faculty, undergraduate employees, and graduate students to ensure compliance with federal, state and university and collective bargaining guidelines and laws. Serve as liaison in coordinating personnel processes with personnel in the HFA Dean’s Office and liaison to the Office of Global Affairs and support the process of visa sponsorship. Serve as timekeeper for the Department.

Serve as the record-keeper for faculty searches, including advertising, preparing and maintaining applicant files, logs, correspondence and contacts with candidates, and final documentation. Supports all faculty searches in planning and logistics of campus visits and other aspects of the interview process.

Financial Management

Maintain spreadsheets of departmental funds, including General Operating Fund and all faculty research and retention funds. Processing and coordinating all purchases, assist faculty with travel and other reimbursements. Assist with faculty questions about Concur and liaise between faculty and the HFA Business Office. Make recommendations to the Chair, faculty and staff about purchasing, future semesters and potential budget problems. Responsible for grants coming into department from all sources, on and off campus. Create monthly reports that show expenditures in all categories. Manage departmental credit cards and payments to other departments and centers for co-sponsored events.

Publications & Communications

Assist Faculty Newsletter Coordinator in designing and edit copy (electronically and on paper) for Newsletter, design and edit program catalogs, brochures, and course guides independently. Create and produce flyers for events. Execute distribution of publicity. Write and edit copy for publications and website as needed.

Event Planning & Coordination

Event planning including logistical arrangements, making, and distributing electronic and hard copies of flyers, and other publicity and advertisements, including annual graduation event and department-hosted conferences. Coordinate financial aspects of all events, including accommodations for in-person events, meals and refreshments, travel arrangements, honoraria, and reimbursements for speakers and guests.

General Administrative Support

Provide general information about WGSS programs. Compose correspondence for routine requests for information and matters pertaining to academic and personnel matters. Manage departmental space and room scheduling in coordination with the Chair and faculty. Liaise with academic and non-academic departments on campus. Guide new student employees, lecturers and faculty through office routines.

Assist in setting up new computers and install necessary software (in coordination with IT and EDS). Troubleshoot computer, printer, copier, and scanner problems. Network computers to copier, troubleshoot and train staff and faculty on usage of network. Order and maintain A/V equipment. Train faculty, staff and student workers on A/V equipment in WGSS conference and office spaces.

 

Other Functions

Perform related duties as assigned to support departmental, college, and university objectives.

Maintain office, organize records and archives.

Liaise with appropriate offices across campus to give swipe and key access to departmental offices and seminar room.

Help with WGSS social media presence as needed.

 

Minimum Qualifications

High school diploma.

Three (3) years of experience in administrative support, program coordination, or office management.

Knowledge of office administration and record keeping practices.

Excellent oral and written communications skills, including editorial and proofreading skills.

Ability to work independently and collaboratively, and to be self-directed.

Experience in budget preparation, expenditure tracking, and reporting.

Proficiency in Microsoft Office and/or similar systems.

Strong organizational, communication, and interpersonal skills.

Ability to manage multiple priorities and work both independently and collaboratively.

 

Preferred Qualifications

Bachelor’s Degree.

Experience in higher education administration.

Familiarity with academic program coordination and student information systems (e.g., SPIRE, CCMS).

Experience with financial systems and reporting tools.

Experience supporting events, and communications.

 

Additional Details

Role requires strong collaboration with faculty, staff, and students across a diverse academic community.

Role requires ability to work independently and with the cycles of the academic year, in which there are times when all other departmental employees are working outside of the office.

Position supports a mission driven department focused on interdisciplinary and inclusive education.

May require occasional evening or event related work.

 

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

 

Work Schedule and Work Arrangement

Monday through Friday; 8:30am-5:00pm.

May require occasional evening or event related work.

Due to the nature of the role and the need to support on-campus operations during the academic year, regular on-site presence is expected when classes are in session. Limited hybrid work opportunities may be available during summer and winter academic breaks, subject to operational needs and supervisory approval.

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 and cover letter. 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.