Job Info
Job no: 522888
Position Type: Staff Full Time
Campus: UMass Boston
Department: VC-Administration & Finance
Pay Grade: No Pay Grade
Date opened: 05 Apr 2024 Eastern Daylight Time
Applications close: 26 Apr 2024 Eastern Daylight Time
General Summary: The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Administration and Finance to further grow a transformative collegiate environment supported by an effective Administration and Finance Division
. The incumbent will perform complex, varied, and confidential administrative, financial, and communication functions supporting the Vice Chancellor's strategic priorities and to ensure the efficiency and effectiveness of day-to-day operations and communications of the division. The incumbent will serve as a liaison to the VCAF for all high-level internal and external constituencies and will assist in the collaboration with key functional areas of the university.
Examples of Duties: Serve as the first point of contact for the VCAF's Office for the campus community and external community visitors and provide high-level administrative support to the Vice Chancellor for Administration and Finance; greet and direct visitors; receive, respond to and/or direct internal and external phone and e-mail inquiries and requests and when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail.Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence.Assist the VCAF in ensuring that inquiries or requests from students and inquiries, requests and/or confidential communications and activities between the Vice Chancellor and other members of the leadership team for action are handled in a timely and effective manner.Maintain confidentiality and discretion in handling sensitive information and files.Manage the executive calendar for the Vice Chancellor including scheduling appointments and meetings.Collect, prepare, and analyze briefing and background materials in preparation for the Vice Chancellor's meetings in coordination with other university staff and follow-up on any details related to these meetings.Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed.Schedule and coordinate meetings, including preparation of agenda and report materials; record, transcribe, and distribute meeting minutes, coordinating with other VCAF direct reports as may be needed.Manage written and electronic records for the VCAF area, including those on the university network such as the VCAF drive and ensure that required retention policies are maintained.Serve as a contact for the University System, including the President's Office, UMass Building Authority, UMass Foundation and all UMass Boston departments; serve as primary contact with internal staff, other departments, constituents, and outside agencies/organizations for the Office of the Vice Chancellor for Administration and Finance.Manage all operational functions for office, including, but not limited to budget preparation and monitoring, travel, purchases, and payment of invoices, including use of any necessary systems such as BuyWays and Concur.Ability to establish and maintain professional working relationships with colleagues, as well as senior managers and departmental staff, and be thoughtful of multicultural environment.Ability to plan and organize work for various functions.Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks.Ability to work independently, as well as collaboratively.Ability to exercise discretion in handling highly confidential information and working with confidential and time sensitive materials and issues.Ability to multi-task and prioritize tasks while respecting multiple deadlines and using time efficiently.Ability to work in a fast-paced work environment and shift priorities as required.Strong written and oral communication skills.Strong analytical, organizational, interpersonal, and problem-solving skills, with the ability to monitor own work for accuracy and thoroughness.Strong attention to detail.Strong professional integrity.Strong commitment to student success and constituent service.
Qualifications: Bachelor's degree and a minimum of three-five (3-5) years of administrative or public relations/collaboration with internal partners and external constituencies experience is required. Experience may include providing executive assistant or high-level lead administrative support, preferably in an educational setting or in student life programs. An additional four (4) years of administrative assistant experience, which may include experience in providing executive assistant or high-level lead administrative support, can be substituted for the required bachelor's degree. Advanced computer literacy, including Microsoft Office Suite, is required. The incumbent may be required to work occasional evening and/or weekend hours as needed.
Application Instructions:Please apply online with your resume, cover letter and list of three references. Review of candidates will begin following the application closing date.Salary Range: Commensurate with experienceThis is a non-union exempt position.
All official salary offers must be approved by Human Resources.UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If reasonable accommodation is needed, please contact
HRDirect@umb.edu or 617-287-5150.
Applications close: 26 Apr 2024 Eastern Daylight Time
This job has expired.
