Clerk IV (Springfield Operations Manager)

About UMass Amherst

The flagship of the Commonwealth, the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access, fuel innovation and creativity, and share and use its knowledge for the common good. Founded in 1863, UMass Amherst sits on nearly 1,450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching, research, scholarship, and creative activity. The institution advances a diverse, equitable, and inclusive community where everyone feels connected and valued-and thrives, and offers a full range of undergraduate, graduate and professional degrees across 10 schools and colleges, and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental, social, economic, and technological challenges in our world.

About University Relations

University Relations tells the impressive story of UMass Amherst: their faculty and their global research, their students who are preparing to lead, the hundreds of thousands of alumni who make the world a better place every day. The broad portfolio of University Relations includes marketing and communications, media relations, government relations, community relations, event planning, economic development, and regional partnerships, and New England Public Media (NEPM)-the region's premier public radio station. University Relations harnesses the resources and expertise of these distinct entities in a coordinated and strategic way to ensure that the powerful message of the University of Massachusetts Amherst reaches all its varied audiences, both internal and external.

Job Summary

The UMass Center at Springfield, managed by University Relations, fosters a vital partnership that bridges the greater Springfield region with the UMass Amherst campus, offering benefits in areas such as health, fine arts and the creative economy, natural sciences, engineering, green industries, management, sports, education, and economic development. The goal of the Center is to create an embassy for the campus in downtown Springfield. The Operations Manager (Clerk IV) for the UMass Amherst Henry M. Thomas III Center in Springfield under the leadership of General Manager supports the UMass team at the Center in their responsibility to efficiently manage the Center's financials, event coordination, and the development of marketing materials and social media content in collaboration with the University's MarCom department.

Essential Functions

• Process accounts payable and receivable using University-approved systems, ensuring timely and accurate entry of transactions. Prepare regular financial reports-including budget reconciliations and expense summaries-and collaborate closely with the General Manager and University Relations Business Manager to support fiscal oversight and compliance with institutional policies.
• Oversee the Center's booking calendar and serve as the primary point of contact for scheduling meetings and events. Coordinate logistics with internal stakeholders and external clients, ensuring clear communication and efficient use of space.
• Provides calendar and meeting support for General Manager, Associate Vice Chancellor for Government Relations and Executive Director of Government Relations and Springfield Partnerships.
• Provide onsite support during events to facilitate smooth operations and address any real-time needs or issues.
• Maintain and regularly update the Center's activity database, tracking metrics such as event attendance, outreach efforts, and client engagement. Ensure data accuracy and integrity and generate custom reports to support strategic planning and assess program impact.
• Create engaging marketing materials-including flyers, digital graphics, and promotional copy-for both print and social media. Manage content across platforms, aligning messaging with the University's brand and outreach goals. Collaborate with staff to support event promotion and increase public engagement.
• Support the Center's daily operations by managing front-desk responsibilities, including answering general inquiries via phone and email, greeting and assisting visitors, and maintaining a professional and welcoming office environment. Oversee office supply inventory and procurement, and coordinate with facilities or IT support as needed to ensure smooth functioning of day-to-day activities.

Other Functions

• Work evenings and/or weekends for on-site event support as business needs dictate.
• Performs other duties as assigned.

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

• Five (5) years of relevant experience including administrative support, accounting, operations, or related field.
• Flexibility to work evenings and/or weekends as business needs dictate.
• Excellent organizational and interpersonal skills with the ability to multi-task.
• Proficiency in Microsoft Suite (Excel, Word, Outlook).
• Experience with databased management.
• Ability to work independently and collaboratively to accomplish organizational goals.

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

• Experience with financial systems Concur, Peoplesoft, Buyways, and/or Summit.
• Experience with content creation and managing business social media accounts.
• Event management experience.
• Experience with content creation software Canva and Adobe.

Physical Demands/Working Conditions

• Typical office environment.

Work Schedule

• Monday - Friday 8:00am - 4:30pm with flexibility of frequent work on nights and weekends as business needs dictate.

Salary Information

• USA/MTA Grade 13.

Special Instructions to 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.

The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.