Clerk IV; Graduate Program Administrative Assistant

• Title:
  
  Clerk IV (Graduate Program Administrative Assistant)
• Executive Area:
  Academic Affairs
• College/School/MBU:
  College of Natural Sciences
• Department:
  Psychology and Brain Sci
• Work Location:
  
  Amherst
• Schedule:
  
  Full Time
• Work Arrangement:
  Hybrid

The Clerk IV / Graduate Program Administrative Assistant (GPAA) coordinates all administrative activities for the graduate academic programs in the Department of Psychological & Brain Sciences (PBS). Manages administrative functions for the four Graduate programs (Masters and Ph.D) within PBS, and provides support for the graduate program in behavior neuroscience. Works closely the Graduate Program Director (GPD) and other graduate program faculty & staff to support graduate academic work, graduate training, planning and provision.

• Working collaboratively with the GPD and Graduate School, provides daily program administration and student support to continuing students, program coordination, and assessment of activities and procedures.
• Manage and support admissions, recruitment, & onboarding of new students across the multiple graduate programs within PBS. Communicate with applicants on status, program offerings and eligibility requirements, application process, and funding opportunities.
• Plan and manage graduate student community events, and assist with facilitation of graduate student awards.
• Maintain records, compliance and student progress tracking. Documents and maintain confidential academic records, student progress toward degree completion and student milestones for Masters & Ph.D. Maintain and update databases for tracking student progress and academic information.
• Assist the GPD in coordinating all student appointments. Processes and tracks graduate student appointments including teaching and research assistants, teaching associates, outside fellowships, training grants, graders, and graduate student hourly positions.
• Oversee and manages student‑related communications, including newsletters and social media platforms. Disseminates updates about graduate program and activities to faculty, staff and students.

• Serves as backup support to other PBS staff as needed.
• Work collaboratively and effectively to promote teamwork, equality and inclusiveness.
• Work in partnership with colleagues within the CNS community and across the campus to support the Dean’s strategic priorities.
• Perform other duties as assigned in support of the mission and goals of the College of Natural Sciences.

• High School Diploma with three (3) years of relevant experience or an Associate’s Degree with one (1) year of relevant experience.
• Ability to work independently as well as collaboratively within a team environment.
• Strong interpersonal and written and verbal communication skills.
• Excellent organizational skills with strong attention to detail.
• Proficiency in computer applications, including email, word processing, spreadsheets, file management systems, communication tools, and database management.
• Demonstrated ability to quickly learn and adapt to new systems and technologies.

• Experience working in higher education environment.
• Administrative or managerial experience, preferably in an academic setting.
• Experience with UMass systems such as SPIRE and SLATE.
• Previous experience with Prograds and Kuali
• Understanding of FERPA laws and confidentiality of records.

• Work to ensure compliance with department, college, Graduate School and university policies, including regulations affecting international students and state and federal law.
• Serves as liaison between department and university offices, including the Graduate School, Office of Global Affairs, Continuing and Professional Education,…