Clerk IV (Administrative Assistant)

We need to output HTML fragment with headings

for sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections where there is real specific content. We must not repeat job title as heading. Must not include Job ID etc. Remove boilerplate. Must preserve all substantive info. We need to parse the posting. Title: Clerk IV (Administrative Assistant) Executive Area: Academic Affairs College/School/MBU: College of Education Department: Dean - College of Education Work Location: Amherst Schedule: Full Time Work Arrangement: Onsite Job Summary: Under the direction of the Assistant Dean of Administration & Operations, provides administrative support to the academic departments within the College of Education. Works collaboratively with the College Administrative Team, including the Assistant Dean, Department Administrators, and hourly student workers, to advance the College’s social justice mission and provide consistent administrative and reception support to faculty and students. Coordinates and manages day-to-day departmental administrative operations and needs. Essential Functions: list of duties. Other Functions: additional duties. Minimum Qualifications: list. Preferred Qualifications: list. Additional Details: includes budgetary approval, working conditions, work schedule, salary info. We need sections: About the role (maybe job summary), Responsibilities (essential functions + other functions), Requirements (minimum qualifications?), Qualifications (preferred qualifications?), Skills (maybe combine abilities), Benefits (none explicit), Pay (salary info), Schedule (work schedule). We must only include sections if there is real specific content. Let's extract. About the role: Job Summary paragraph. Responsibilities: Essential Functions list + Other Functions list. Requirements: Minimum Qualifications (maybe treat as Requirements). Could also include "Ability to stay on task..." etc. Qualifications: Preferred Qualifications. Skills: Could extract specific skill statements from Minimum Qualifications: excellent written and oral communication, experience writing/editing correspondence, excellent organizational skills, attention to detail, ability to complete assignments timely, experience with Microsoft Office, ability to learn new software, ability to compile/maintain records, excellent interpersonal communication, ability to work with diverse population, ability to think through problems, organize information, identify key factors, generate solutions, ability to work under pressure with independence/discretion, exercise sound judgment, maintain confidentiality, flexibility to work with initiative, willingness to take on variety of tasks, ability to reliably travel to various sites. But many of these are also qualifications. However we need to decide sections. The instruction: Use headings for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we can have multiple sections. We should not create sections with filler like "not specified". We have content for About the role, Responsibilities, Requirements (minimum qualifications), Qualifications (preferred), Skills (maybe we can extract skill-specific bullet points), Pay (salary info: Pay Grade: USA/MTA Grade 13, link to Classified Step Scale), Schedule (Work Schedule and Work Arrangement Monday-Friday 8:30am – 4:30pm). Benefits: none explicit; there is "Working Conditions" but not benefits. So we should not include Benefits section. We must not repeat job title as heading. Must not put Job ID etc. We need to output only HTML fragment, no /, no markdown fences. We'll produce something like:

About the role

Under the direction of the Assistant Dean of Administration & Operations, provides administrative support to the academic departments within the College of Education. Works collaboratively with the College Administrative Team, including the Assistant Dean, Department Administrators, and hourly student workers, to advance the College’s social justice mission and provide consistent administrative and reception support to faculty and students. Coordinates and manages day-to-day departmental administrative operations and needs.

Responsibilities

• Provides high quality, comprehensive administrative support to the Department Administrators.
• Keeps materials up to date and maintains resources for department faculty, adjuncts, University instructors and students.
• Assists with organizing, filing, and updating departmental files and archives (evaluations, syllabi, CVs).
• Assists with maintaining calendars, databases, procedures, handouts and webpages.
• Assists with data entry and notifications for student forms and grants and awards.
• Plans, arranges, and organizes department events to include scheduling venues and space reservations, coordinating catering orders, hotel bookings, and transportation needs.
• Travels locally to implement department events’ logistics.
• Provides logistical help for faculty searches.
• Tracks spending for each event.
• Provides departmental meeting support in the form of note/minute taking, zoom set up for hybrid meetings, and ordering refreshments for in-person meetings.
• Attends department and college meetings as requested and needed and follow-up on issues/problems that arise.
• Manages student workspaces; tracks and maintains workstation keys.
• Maintains office door signs, directories, bulletin boards and signage in departments.
• Coordinates departmental office & kitchen supplies.
• Assesses reorder needs and restocks as appropriate.
• Organizes supply closets and maintains kitchen areas and department spaces.
• Assists in picking up and delivering materials, supplies and documents.
• Monitors departmental copiers and printers for ink, toner, paper, and service needs.
• Monitors mailboxes, departmental swag and assessment materials as needed.
• Manages balances of copy/print cards for students and assists in bookkeeping/record keeping where needed.
• Runs reports and queries for departments at designated times to aid in enrollment management, course scheduling and meeting academic year deadlines.
• Processes assistantships and helps to manage GEO hiring memos.
• Serve in a back-up role for other College of Education Office staff as appropriate and needed.
• Attends meetings related to academic course scheduling as needed.
• Provides appropriate confidential administrative support for department personnel actions including staff and faculty searches, appointments, tenure, promotions, leaves and reviews.
• Performs other duties as assigned by supervisors, showing adaptability and flexibility to accomplish goals.

Requirements

• High school diploma or equivalent and two (2) years of full-time or equivalent part-time experience in administrative work.
• Ability to stay on task and work productively with a significant amount of independence, as well as work collaboratively with a team.
• Must be able to prioritize, adapt, and follow guidelines, procedures and policies.
• Excellent written and oral communication and language skills.
• Experience writing and editing correspondence.
• Excellent 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.
• Experience with Microsoft Office and the ability to learn new software and procedures with minimal training and supervision.
• Ability to compile and maintain detailed, thorough, and accurate records.
• Excellent interpersonal communication skills.
• Ability to work effectively with and provide clear information to a diverse population of faculty, students and administrators.
• The ability to think through problems, organize information, identify key factors and underlying causes to generate solutions.
• Ability to work effectively under pressure with independence and discretion, and to exercise sound judgment and maintain confidentiality.
• Flexibility to work with initiative, and willingness to take on a variety of tasks related to the successful operation and administration of the unit.
• Must be able to reliably and independently travel to various work sites, vendor sites and event locations to support departmental events and activities.

Qualifications

• Bachelor’s degree preferred.
• Experience in an academic administrative office setting preferred.
• Prior knowledge of UMass policies, procedures, and systems preferred.
• Experience using Microsoft Team, Slack, Zoom or other online collaborative software.

Skills

We could maybe combine some skill statements not already covered. But many are overlapping with Requirements. Perhaps we can extract specific skill statements like "excellent written and oral communication", "experience writing and editing correspondence", "excellent organizational skills", "attention to detail", "ability to complete assignments timely", "experience with Microsoft Office", "ability to learn new software", "ability to compile and maintain records", "excellent interpersonal communication", "ability to work with diverse population", "problem solving", "ability to work under pressure", "maintain confidentiality", "flexibility and initiative", "travel ability". However these are already in Requirements. To avoid duplication, maybe we can omit Skills section if it would be redundant. The instruction: Prefer a few substantive sections over many thin ones. So we could combine Skills into Requirements or Qualifications. But they asked to use headings for sections like Skills if there is content. We could still include Skills but ensure not duplicate. Perhaps we can distill unique skill statements not already in Requirements: maybe "ability to run reports and queries for enrollment management", "ability to process assistantships and manage GEO hiring memos", "ability to track spending for events", "ability to provide logistical help for faculty searches", "ability to manage student workspaces and keys", "ability to maintain office signage", "ability to coordinate office/kitchen supplies", "ability to monitor copiers/printers", "ability to manage copy/print card balances". Those are more duties than skills. Hmm. Given the instruction to prefer few substantive sections, maybe we can omit Skills section entirely, as its content overlaps heavily with Requirements. But we need to follow instruction: "Use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It doesn't say we must include all; we include only when posting has real specific content. If we think Skills section would be redundant/thin, we can omit it. That seems acceptable. Pay section: we have Pay Grade: USA/MTA Grade 13 and link to Classified Step Scale. That's specific. Schedule: Work Schedule and Work Arrangement Monday-Friday 8:30am – 4:30pm. We also have Work Location: Amherst, Schedule: Full Time, Work Arrangement: Onsite. Could include location in About the role or maybe a separate section? Not required. We must not include boilerplate like "Additional Details This position is subject to final budgetary and administrative approval." That's substantive? It's about approval; maybe we can include in About the role or a separate note? It's not a standard heading; we could incorporate into About the role as a sentence. But the instruction says preserve ALL substantive information. So we need to include that somewhere. Could add a paragraph under About the role or maybe a separate

after About the role. Since we don't have a heading for "Additional Details", we can just add a

after About the role before Responsibilities. Similarly "Working Conditions Work is performed in a standard office or indoor university environment and involves minimal physical exertion." That's substantive; we could add a

after Schedule or maybe under About the role. We must not include "Special Instructions for Applicants" (application instructions) - we must remove application instructions. So we need to drop the part about submitting resume, cover letter, references, etc. Also "This position will remain open..." etc. Remove. Thus we need to keep: Job Summary, Essential Functions, Other Functions, Minimum Qualifications, Preferred Qualifications, Working Conditions, Pay Grade, Work Schedule. Let's craft. We'll produce:

About the role

Under the direction of the Assistant Dean of Administration & Operations, provides administrative support to the academic departments within the College of Education. Works collaboratively with