Job Description

Full job description

Location: Worcester, MA Category: Staff Posted On: Fri Aug 9 2024 Job Description:

OFFICIAL TITLE: Clerk V, Graduate & Continuing Education

SUPERVISION RECEIVED: Associate Dean for Online, Graduate and Continuing Education

SUPERVISION EXERCISED: May supervise non-benefited part-time and student employees

General Statement of Duties: The Clerk V for Graduate and Continuing Education serves as front-line customer service for the department. The incumbent is heavily involved in the registration process and plays an integral role in supporting all initiatives within the division.

Responsibilities:

(E) = Essential

• (E) Provides the central point of access for information to matriculated and non-matriculated graduate and undergraduate students served by DGCE.
• (E) Answers the phone calls and voicemail messages for general DGCE office number.
• (E) Maintains the DGCE@worcester.edu email account, answering questions from current and prospective students.
• (E) Provides excellent customer service for all DGCE stakeholders, oversees the main front desk for the division.
• (E) Oversees the ten DGCE registration periods each calendar year - ordering registration forms, advertising registration dates, interfacing with IT and Marketing for website postings and online registration.
• (E) Generates various reports from Colleague for office staff.
• (E) Generates requisitions for purchase orders and blanket orders, manages budgetary information.
• (E) Interacts regularly with the Registrar's Office, the Bursar's Office, Financial Aid, Payroll, Academic Affairs, IT, Facilitates, Administrative Services and Catering.
• (E) Processes student registrations (in-person and electronically submitted). Problem solves registrations that are not able to be processed.
• (E) Processes and tracks Independent Study Forms, Internship Forms, Directed Study Forms and Academic Appeal Forms.
• (E) Supports the division in events planning including, but not limited to: Graduate Commencement, honor society induction ceremonies, professional development workshops, orientations, etc. This includes invitations, space reservations, physical set-up, facilitating campus signage, ordering catering, assembling packets, outreach to participants (registration verification, parking passes), printing of certificates of attendance.
• (E) Trains new 03 workers and Work Study students on the front desk and DGCE business.
• (E) Supports DGCE leadership and DGCE team members.
• (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
• (E) Responsible for contributing to the WSU Strategic Plan.
• (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
• Performs other duties as assigned within the Clerk V classification

• Classification specifications are available at

Required Qualifications:

• Must have at least (A) four years of full-time, or equivalent part-time, experience in office work, of which (B) at least one year must have been in a supervisory or administrative capacity, or (C) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. A diploma as evidence of graduation from the commercial or business course of a recognized high school or vocational/technical high school may be substituted for a maximum of one year of the required (A) experience.*

II. A diploma as evidence of graduation from a course other than the commercial or business course of a recognized high school or vocational/technical high school or possession of a Massachusetts high school equivalency certificate may be substituted for a maximum of eight months of the required (A) experience.*

III. A diploma for completion of a one-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of one year of the required (A) experience.*

IV. A diploma for completion of a two-year, full-time, or equivalent part-time, program in a recognized, non-degree granting business or secretarial school above the high school level may be substituted for a maximum of two years of the required (A) experience.*

• Education toward such a degree or diploma will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required (A) experience. No substitutions will be permitted for the required (B) experience.

• Demonstrated excellence in customer service; preferably in a higher educational setting
• Strong organizational skills, excellent written and verbal communication skills.
• Ability to work on the computer with Word, Excel, Access and other office-based software.
• Detail-oriented, ability to handle confidential information.
• Strong record keeping skills.
• Experience in supervision of clerical staff.

Preferred Qualifications:

• Bachelor's degree
• 5 years of full-time or equivalent part-time experience in office work
• Knowledge of Colleague
• Experience with registering students, processing payments in face-to-face and online environments.
• Experience with FERPA guidelines to protect student information.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

This is a grade 15, non-exempt, full-time (37.5 hours/week), benefited AFSCME position. The bi-weekly salary is $1,969.30 (annual salary is $51,201.80). The work schedule is Monday through Friday, 8:45am- 5:00pm (5 days a week in person).

Worcester State University offers a competitive benefits package that includes:

• a choice of 8 different pre-taxed, health insurance plan options
• pension and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 10 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...

Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.

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