Executive Assistant to the Vice Chancellor for A&F

UMass Boston•Boston, MA

5d•$70,000 - $90,000

About The Position

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-today 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.

Requirements

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.
Knowledge of the principles, procedures, and practices of office management
Knowledge of the types and applications of standard office filing systems
Ability to manage complex administrative tasks and functions independently
Ability to prioritize work and make independent decisions regarding procedures and operations
Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence
Ability to deal tactfully resolving any problems that arise by using independent judgment
Ability to follow guidelines, procedures, and written and oral instructions
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

Nice To Haves

Knowledge and demonstrated experience in using Microsoft Teams.
Experience working with budgets and the monitoring of budgets to actual results
Experience working in a diverse organizational environment preferred.
Demonstrated ability to take initiative and also knowing when to ask for help.

Responsibilities

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
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; prepare 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, UM ass 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
Serve as primary point of contact for the determination of independent contractors, using guidance from the Unified Procurement Services Team ("UPST")
Assist in the coordination, planning and implementation of divisional and university events
Hire, schedule, supervise and evaluate student employees and any other part-time or full-time support staff within the Office of the Vice Chancellor for Administration and Finance; ensure that office coverage and vacation schedules are established and coordinated. Coordinate student employee coverage with other offices such as the Chancellor's Office and the Provost's Office as needed.
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/or problem solving when necessary
Perform other duties as assigned