Clerk IV (Conference Services)

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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.

Job Summary

Meets with academic and non-academic groups to arrange functions. Performs room scheduling. Attends events and functions to ensure compliance with regulations and smooth operations.

Essential Functions

• Coordinates meeting and dining room space requests as related to physical set-up, audiovisual, property, catering, information and telecommunications needs within the Campus Center Student Union Complex.
• Supervises and performs meeting room scheduling clerical work requiring decisions about facility usage and conformance with facilities policies on usage of the facilities.
• Provides pre-planning site tours to potential customers; including Registered Student Organizations, Academic departments and Non-University clients.
• Provides site-related event planning; acts as on-site presence/liason between customers and Auxiliary Services Events Office and Campus Center Complex to ensure smooth operation during events.
• Coordinates the planning of space requests with related departments and on/off campus clients. Finalize and execute prearranged requests as they relate to the subject services.
• Maintain a working knowledge of the Campus Center Complex physical structure, properties, rules, regulations and general operating procedures for use in facility scheduling functions.
• Prepares various periodic reports as required.
• Supervises and trains a part-time staff performing clerical work such as utilizing computer database in the performance of scheduling facility use.
• Performs miscellaneous clerical work as required.
• Functions as a liaison between the Sales Office and Facility Services operations support staff.
• Represents the Sales Office at weekly University Conference Services and Facility Services, Catering and Hotel operations meetings.
• Functions as a liaison with academic departments and other groups to coordinate services for complex events.
• Implements room rental charges, credits, adjustments and billing in conjunction with Business Office.
• Make referrals of work orders to appropriate areas relevant to physical needs.
• Monitors compliance of event sponsors and participants with building policies and procedures.
• Monitors compliance of event sponsors and participants with Environmental Health and Safety procedures.
• Participates on committees as requested.
• Provides functional supervision of set-up crews and technical support staff for major events.

Other Functions

• Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills, Abilities, education, experience, Certifications, Licensure)

• High school diploma or equivalent.
• Two (2) years catering and/or event booking experience.
• Knowledge of office practices and procedures.
• Working knowledge of office equipment and their Application; particularly computers, printers and fax machines
• Working knowledge of office record keeping and reporting.
• Ability to organize and supervise the work of clerical subordinates performing a variety of functions.
• Ability to develop effective office work procedures.
• Ability to understand and follow oral and written instructions.
• Ability to communicate with other employees and the general public in a clear and concise manner, both orally and in writing.
• Considerable experience in general clerical work.
• Supervisory experience.
• Ability to prepare operating and statistical tabulations and reports.
• Typing and data entry skills.
• Ability to maintain good working relationships with other department employees and the general public.
• Considerable working knowledge of catering food service operations and/or sales.

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

• Hospitality industry work experience.

Physical Demands/Working Conditions

• Typical office environment.

Additional Details

• Receives direct supervision from the Director of Sales.

Work Schedule

• Monday – Friday, 9:00am to 5:00pm; May include holidays and weekends.
• 37.5 hours per week.

Salary Information

USA/MTA Non-Exempt 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.

 

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