Executive Assistant to the Dean (School for the Environment)
University of Massachusetts Boston

Job no: 524619
Position Type: Staff Full Time
Campus: UMass Boston
Department: SFE - Dean's Office
Pay Grade: No Pay Grade
Date opened: 13 Aug 2024 Eastern Daylight Time
Applications close:

General Summary:

Under the direction of the Dean of the School for the Environment, the Executive Assistant (EA) to the Dean will provide advanced administrative support by performing complex, varied, and confidential administrative functions that support the School's strategic priorities and ensuring the efficiency and effectiveness of day-to-day Dean's schedule and events.

The EA will be a strong, positive, collaborative presence in the Dean's Office. The EA must have exemplary time management skills and the ability to identify and anticipate the Dean's needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals, including the Senior Leadership Team, departmental Faculty, staff, students, and others. In addition, the EA is expected to exercise professionalism and discretion in handling highly sensitive and confidential institutional information, including all matters of the Academic Master Calendar and Personnel Action Calendar and collective bargaining and grievance procedures.

The Executive Assistant must exercise discretion in committing the Dean's time by evaluating and prioritizing needs. The EA will be responsible for the Dean's calendar management which includes setting internal and external meetings and appointments, speaking engagements, and travel both domestic and international.

The candidate will assist with planning and implementing Dean's Office and SFE events, participate in SFE unit-wide, departmental, and campus-wide project work groups and committees, and manage complex projects and initiatives for the Dean.

The incumbent will serve as a liaison between the Dean's Office and all high-level internal and external constituencies and will assist in collaborations with key functional areas of the university.

Examples of Duties:

Provide advanced executive administrative support to the Dean of the School for the Environment (SFE);

Manage the Dean's calendar by interacting with internal and external stakeholders for both virtual and in-person meetings to schedule meetings; prepare agendas and background materials; track and execute appropriate follow-through on meetings and appointments as necessary, meeting notes and minutes; manage meeting logistics such as conference rooms, and audio-visual equipment;

Serve as the first point of contact for SFE faculty, staff, and students (including UPCD, MassBays, UHS and LOE) for the campus community and external community visitors; 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;

As needed, assist the Senior Leadership Team, UPCD chair, and GPD with student and faculty support including Wiser registrations, TA assignments, grade changes, and related requests;

Produce and distribute the SFE Newsletter and manage communication and marketing initiatives;

Work with the UPCD chair and department to assist with UPCD activities, meetings, and other functions.

Serve as the web editor for SFE website and liaison to Marketing and Engagement. Develop and update content as needed;

Serve as the liaison for Beacon Card office, manage and oversee ISC access requests and key requests. Maintain security logs and access protocol manuals;

Manage the travel plans and expenses reimbursements for the Dean, including travel logistics, pre-travel requirements, reconciliation of travel expense transactions, and reimbursements according to university policies;

Manage and coordinate all aspects of event planning for the Dean's Office such as convocation, symposiums, and events such as Earth Week; communicate with faculty, administrators, and other respective attendees regarding their participation in or attendance at events, both on and off campus, and coordinate schedules; coordinate with vendor services, including negotiating prices, executing contracts, paying invoices and tracking budget, and oversee activities;

Coordinate and manage the confidential filing system for the Dean's Office; including personnel reviews through all levels of review within the college; assist with the preparation of the final folio for submission to the Provost's Office; manage and maintain organizational charts and departmental distribution lists;

Complete projects and special assignments as assigned; establish objectives, determine priorities, manage time and gain the cooperation of others to ensure the smooth completion of the project; monitor progress and provide troubleshooting and problem-solving, when necessary;

Supervise Dean's Office student employees. Hire and train and oversee timekeeping for the student employees.

Research, collect and prepare information for use in discussions and meetings for the Dean; arrange presentation materials for meetings; and inform the Dean of pertinent information;

Performs other duties as assigned by the Dean.

Qualifications:

Bachelor's Degree and minimum of one year (preferred three) of Executive Administrative Assistant experience, which includes experience in providing high-level administrative support and support for special projects and confidential work, preferably in a higher education setting, is required. Experience with planning special events is required.

• Knowledge of the principles and practices of office management including type of standard office filing systems and procedures;
• Knowledge of software applications, including office software and database management;
• Demonstrate strong professional integrity by exercising discretion in handling highly confidential information and work with confidential and time sensitive materials;
• Ability to manage complex administrative tasks and functions independently;
• Ability to prioritize work and make independent decisions regarding procedures and operations;
• Ability to multi-task and prioritize tasks while respecting multiple deadlines;
• Strong written and oral communication skills with a demonstrated ability to write concisely, express thoughts clearly and develop ideas in a logical sequence;
• Strong analytical, organizational, interpersonal and problem-solving skills, with strong attention to detail
• Ability to deal tactfully resolving any problems that arise by using sound, independent judgment;
• Ability to establish and maintain professional working relationships with colleagues and work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks;
• Ability to navigate with thoughtfulness in a multicultural environment;
• Ability to plan and organize work for various functions;
• Ability to work with minimum supervision and take initiative;
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned activities;
• Strong commitment to customer service.

Application Instructions:

Please apply online with your resume, cover letter and list of three references.

Review of candidates will begin immediately.

Salary Range: Commensurate with experience, expected hiring range between $60,000 - $70,000.

This 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:

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