Cluster Office Manager

General Statement of Duties

The mission of the cluster office is to provide a friendly and reliable resource and service center for the residents of a particular cluster. Often, the cluster office is the most visible and readily accessible component of Housing Services. The staff of the cluster office provides important information and services to the residents.

Supervision Received

Cluster Office Manger reports to and works closely with the Residence Director who has primary hiring authority and supervision responsibility. The Residence Director may designate the Assistant Residence Director as the direct supervisor of the COM and the cluster office staff.
Contract Period: The Cluster Office Manger is hired for the semester – continuation of employment beyond the semester is not automatic. Decisions to rehire are based on job performance.

Compensation

The Cluster Office Manager is an hourly position at the rate of $10 per hour for 15 hours per week. During the training periods (August 21st through September 3rd, and a period yet to be determined prior to the start of spring semester), the Cluster Office Manager will receive $10 per hour for 30 hours per week plus meals.
Minimum Qualifications for the position:

• Must be enrolled in a degree-granting program at the University of Massachusetts Amherst.
• Must be free of a current university judicial sanction.
• Must have strong administrative skills.
• Must have 2 semesters of cluster office experience as a cluster office worker or Resident Assistant or equivalent experience.
• Cluster Office Manager position must serve as primary job.
• 2.2 Minimum GPA

Responsibility and Duties

1. Hire, train, supervise, and schedule Cluster Office and Mail Sorter staff.
2. Provide overall management of the Cluster Office.
3. Oversee the mail distribution system in the cluster.
4. Facilitate Cluster Office staff meetings.
5. Provide management of key systems (tracking, recores, paperwork, public key space system).
6. Provide oversight of Cluster Office paperwork (key cards, inventories, payroll sheets, etc.).
7. Fulfill opening and closing responsibilities.
8. Follow Cluster Office computer policies and monitor staff use appropriately.
9. Fulfill Judicial Assistant responsibilities.
10. In the fall semester, return August 21st, 2006, and remain on campus through December 22nd, 2006. In the spring semester, return at the start of training (to be determined by the department) and remain on campus through May 27th, 2007.
11. Participate in Cluster Office Manager training, development and area/department functions.
12. Attend regular supervision meetings with RD or ARD.
13. Attend cluster staff or area meetings on an as needed basis. Present Cluster office information as relevant.
14. Provide training to Residence Life staff on Cluster Office policies.
15. Assist in the recruitment and training of the next COM.
16. Perform other administrative responsibilities as assigned (activity reports, bulletin boards, public space reservations, etc.)

General Expectations

1. Work 15 hours per week. Maintain a minimum of 10 office hours per week between the hours of 8am and 3pm. Post office hours in the Cluster Office and be in the office during scheduled office hours.
2. Be responsible for keeping the cluster office fully staffed during all operating hours. Keep a sufficient supply of all forms needed in the cluster office.
3. Conduct regular one-on-one meetings with cluster office staff and facilitate cluster office staff meetings.
4. Consult with your supervisor in the implementation of personnel matters that involve staff discipline.
5. Oversee the mail distribution system in the cluster and report any evidence of mail fraud or mail theft to your supervisor immediately. See the Cluster Office Manual for definitions and examples of mail theft and fraud.
6. Maintain confidentiality. Keep student information as directed and keep office conversations confidential
7. Attend regular one-on-one meetings with your supervisor.
8. Keep your supervisor informed of all relevant information.
9. Follow through on tasks and projects. Complete all tasks in an efficient and timely manner.
10. Maintain a clean and professional Cluster Office, as well as your own work space.
11. The presence of alcohol in the cluster office is strictly prohibited. In addition, the Cluster Office Manager should not be under the influence of alcohol or other drugs while at work.
12. Guests are not permitted in the mailroom or cluster office (or behind the counter if the office has a counter).
13. The Cluster Office Manager will receive a key for his/her respective cluster office and mailroom. At no time should the key be given to another person without permission of the A/RD. Keys should be carefully stored and not left negligibly in one’s room. Lost or stolen keys must be reported immediately. In addition, the Cluster Office Manger will be charged for the cost of the recore and their position may be reevaluated if the key is lost or stolen.