Executive Assistant

Office of Diversity, Equity & Inclusion Non-Unit/Confidential Classified

General Statement of Duties and Responsibilities:

The Executive Assistant provides administrative support and technical assistance to the professional staff members within the Office of Diversity, Equity & Inclusion (ODEI), including the Chief Diversity Officer/Title IX Coordinator. Exceptionally high degrees of confidentiality, discretion and customer service are required for this position; as such, the incumbent is a confidential employee as defined in M.G.L. Chapter 150E, Section 1.

This position requires a high level of decision-making and the ability to make independent judgments in organizing assigned work. It requires knowledge of the policies and procedures of the University as well as the ODEI.

The Executive Assistant is responsible for the administrative management and support of the University’s Title IX and equal opportunity & anti-harassment programs, including but not limited to, maintaining the case database, coordinating administrative hearings, transcribing notes, and scheduling of party and witness interviews as well as training sessions. The Executive Assistant tracks the budget for the ODEI, and performs various departmental accounting functions including, but not limited to, processing invoices, ordering supplies, verifying expenditures, entering information into necessary systems, collecting information from multiple sources, and making travel arrangements. The Executive Assistant provides administrative support for key strategic activities and events celebrating diversity, equity & inclusion initiatives on campus. The Executive Assistant serves as a point of contact to various University offices as well as the external campus community on behalf of the ODEI and maintains files and confidential communications as required.

The position requires strong written and verbal communication, as well as excellent administrative and organizational skills, mastery of all Microsoft Office software including Word, Excel and PowerPoint, and a high level of proficiency with technology, including the use of the UMass purchasing and budgetary systems as well as student and employee information systems. Familiarity with Outlook calendar and Maxient is highly desired. The incumbent must have the ability to take initiative and maintain a realistic balance among multiple conflicting priorities in a multitasking environment.

Supervision Received:

The Executive Assistant receives direct supervision from the Chief Diversity Officer/Title IX Coordinator, and functional supervision from the ODEI professional staff.

Supervision Exercised:

May supervise student interns from time to time.

Examples of Duties (Essential Functions):

• Manage computerized case management system for optimum user access, case flow and documentation. Provide statistical reports as needed.
• Opens cases involving allegations of discrimination/sexual misconduct, redacts reports, uploads case documents, sends correspondence, and closes cases within database.
• Coordinates the scheduling of hearings, including scheduling panelists, transcribing notes, compiling hearing packet documents, and sending hearing notifications to panelists, parties, and witnesses.
• Manages logistics of sexual misconduct hearings including scheduling, room set-up, digital recordings, notetaking, coordination of witnesses, preparation of hearing materials, and distributing correspondence.
• Schedules training for hearing panelists and advisors.
• Works closely with and provides administrative support to the Chief Diversity Officer/Title IX Coordinator and the ODEI professional staff for key strategic activities and events (e.g., Rev. Dr. Martin Luther King Jr. Annual Breakfast). Participation in occasional evening and weekend events is required.
• Takes minutes at confidential meetings, including the University’s Diversity Council.
• Composes documents, edits, and proofreads letters and other correspondence for the ODEI professional team.
• Manages calendars and schedules meetings for the Chief Diversity Officer/Title IX Coordinator and ODEI professional team members.
• As directed, screens and directs incoming telephone calls and emails, places outbound telephone calls and sends office related emails to both internal and external parties.
• Maintains confidential files and all ODEI correspondence.
• Prepares and processes payments, invoices, and reports. Ensures invoices are paid on time and reviews and monitors reports and accounts for accuracy.
• Coordinates travel arrangements for the Chief Diversity Officer/Title IX Coordinator and ODEI professional team members following all policies related to travel.
• Monitors ODEI website and requests updates as needed.
• Manage online training platform related to discrimination and sexual misconduct. Assign training, monitor completion, trouble shoot related problems.
• Prepares statistical reports for internal use as well as for state and federal compliance.
• Performs other related duties assigned.

Minimum Qualifications:

• Education: Bachelor’s Degree or equivalent combination of education, training, or experience to successfully perform the essential functions of the position.
• Experience: Significant (5 to 10 years) experience providing high-level administrative and professional support to a department in a high visibility environment, preferably within higher education

Qualifications:

• A high degree of proficiency with Outlook calendar, Microsoft Word, Excel and PowerPoint;
• Ability to utilize appropriate software to manage budgets;
• Demonstrated ability to multi-task, manage multiple, conflicting priorities and meet deadlines;
• Ability to communicate effectively orally and in writing;
• Experience working in a multi-cultural environment;
• Ability to work independently, take initiative and exercise sound judgment;
• Demonstrated organizational skills with exceptional attention to detail;
• Ability to exercise discretion in handling confidential matters;
• Ability to supervise, give direction, and manage projects;
• Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.;
• Demonstrated problem-solving skills and ability to function effectively under pressure; and
• Ability to interact effectively with a wide variety of constituencies from students to senior leadership

Preferred Qualifications:

• Knowledge of Maxient.

Environmental Demands:

• This is an on-site position.
• Work is generally performed in an office
• Frequent work performed with other people
• Frequent interactions with staff and manager

Mental Requirements:

Must be able to communicate in English (speaking, writing and reading) at a level to effectively perform the essential functions of the Executive Assistant to the ODEI.

Physical Requirements:

Physical Activity                                         Frequency

Sitting                                                         Frequent

Walking                                                       Occasional

Climbing Stairs                                             Occasional

Crouching/Bending/Stooping                         Occasional

Reaching                                                     Occasional

Grasping                                                     Occasional

Pushing/Pulling                                            Occasional

Near Vision                                                  Constant

Far Vision                                                     Constant

Talking                                                         Constant

Smell                                                           Rare

Lifting/Carrying (20 lbs.)                                Occasional

Travel                                                           Occasional