"Clerk V, Graduate & Continuing Education"

Position ID:179534

About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about.

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

1. (E) Provides the central point of access for information to matriculated and non-matriculated graduate and undergraduate students served by DGCE.
2. (E) Answers the phone calls and voicemail messages for general DGCE office number.
3. (E) Maintains the DGCE@worcester.edu email account, answering questions from current and prospective students.
4. (E) Provides excellent customer service for all DGCE stakeholders, oversees the main front desk for the division.
5. (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.
6. (E) Generates various reports from Colleague for office staff.
7. (E) Generates requisitions for purchase orders and blanket orders, manages budgetary information.
8. (E) Interacts regularly with the Registrar's Office, the Bursar's Office, Financial Aid, Payroll, Academic Affairs, IT, Facilitates, Administrative Services and Catering.
9. (E) Processes student registrations (in-person and electronically submitted). Problem solves registrations that are not able to be processed.
10. (E) Processes and tracks Independent Study Forms, Internship Forms, Directed Study Forms and Academic Appeal Forms.
11. (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.
12. (E) Trains new 03 workers and Work Study students on the front desk and DGCE business.
13. (E) Supports DGCE leadership and DGCE team members.
14. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
15. (E) Responsible for contributing to the WSU Strategic Plan.
16. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
17. Performs other duties as assigned within the Clerk V classification

• Classification specifications are available at http://www.mass.edu/foradmin/humanresources/classspecshrd.asp

Requirements:

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.

Additional 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. 

Application Instructions:

Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.

For assistance with uploading materials, log a ticket via the HelpDesk link, or contact us directly at 508-929-8053.

URL: www.worcester.edu