POSITION TITLE: Executive Assistant
DEPARTMENT: Student Affairs
WORKGROUP: Non-Unit/Confidential Classified
General Statement of Duties and Responsibilities:
The Executive Assistant provides administrative support and technical assistance to the Vice Chancellor. 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. The incumbent will assist in collective bargaining/labor matters that occur in the Division of Student Affairs.
This position requires a high level of decision-making and the ability to make independent judgments on organizing assigned work. It requires knowledge of the policies and procedures of the University as well as the Division of Student Affairs. The Executive Assistant has access to most items that are presented to the Office of the Vice Chancellor, including matters pertaining to the financial status of the University, policies and procedures, and issues related to collective bargaining and labor relations. Assist Vice Chancellor by gathering data and responding to information requests related to grievances, MCAD claims and other labor issues. Participates in confidential and sensitive labor relations matters and investigations.
The Executive Assistant serves as the administrative support staff to the Vice Chancellor and the senior staff as needed, and is responsible for maintaining the Vice Chancellor’s calendar with an exceptionally high degree of accuracy amid constantly evolving needs and obligations. This includes scheduling a wide range of individual and group meetings, coordinating dates, and making logistical arrangements. The Executive Assistant tracks the budget for the Office of the Vice Chancellor, performs all the necessary accounting duties, and develops and produces various monthly, quarterly, and annual financial reports supporting the Office of the Vice Chancellor; makes recommendations pertaining to business activities and fiscal transactions; and performs various departmental accounting functions including but not limited to processing invoices, ordering supplies, entering information into necessary systems, collecting information from multiple sources, verifying expenditures, and participating in audits. They work closely, as required, with members of the Vice Chancellor’s staff, and other university senior leadership, serve as an internal liaison to various offices on behalf of the Vice Chancellor and maintain 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 fluency with technology, including the use of the purchasing and budgetary systems. Familiarity with Outlook calendar is highly desired. The incumbent must have the ability to take initiative and maintain a realistic balance among multiple priorities in a multitasking environment.
Supervision Received:
The Executive Assistant receives direct supervision from the Vice Chancellor
Supervision Exercised:
Student employees
Examples of Duties (Essential Functions):
- Performs general office duties, including answering phones using good customers service, greeting students, parents, families, faculty, staff, alumni, guests and visitors, scheduling appointments, preparing materials, filing, order supplies and processing incoming and outgoing correspondence.
- Maintains the Vice Chancellor’s daily meeting materials and assists in the gathering and preparations of briefing materials; ensures that logistical preparations are in place for meetings. Coordinates elements of the Vice Chancellor's correspondence and daily agenda. Engages in review of matters with a high degree of confidentiality.
- Performs accounting entries, month-end summary reports and reconciles accounts, and makes transfers between accounts as necessary, collaborates with A&F staff on fiscal and accounting issues.
- Maintains and processes activities for spending accounts, purchase orders, including procard transactions.
- Prepares and processes payments, invoices, and reports. Ensures invoices are paid on time and reviews and monitors reports and accounts for accuracy.
- Run queries and reports in PeopleSoft and other appropriate systems.
- Coordinates travel arrangements for the Vice Chancellor, makes payments pertaining to the travel arrangements, maintains files of related documents, and prepares business expense reports in accordance with all polices.
- May take minutes at confidential meetings, including those relative to collective bargaining and litigation concerning the University.
- May compose drafts, edit, and proofread letters and other correspondence for the Vice Chancellor including items of a confidential nature.
- Coordinates Divisional events and activities, working with other staff in the division, including but not limited staff meetings, retreats, workshops, professional development programs, annual awards programs, and senior level searches.
- May require evening and weekend hours of operation during major programs and events such as Admitted Students Day, New Student and Family Orientation, Commencement and other University activities.
- Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.
- Seeks opportunities to gain knowledge and implement more effective and efficient processes.
- Maintains the Property Control log for the Office of the Vice Chancellor.
- 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 (7 to 10 years) experience providing high-level administrative and professional support to a senior executive in a high visibility environment, preferably within higher education.
Preferred Qualifications:
- Knowledge of PeopleSoft Financial.
Other Requirements and Qualifications:
- Ability to manage a complex calendar with a very high degree of accuracy.
- Ability to communicate with diplomacy and tact and to be an effective liaison to various internal and external groups for the Vice Chancellor.
- A high degree of proficiency with Outlook calendar, Microsoft Word, Excel and PowerPoint.
- Ability to understand the principles and practices of accounting data and utilize appropriate budget software.
- Ability to analyze, draw conclusions, and make appropriate recommendations regarding financial reports, accounts, and ledgers
- Ability to perform mathematical calculations using formulas to solve accounting problems.
- Demonstrated ability to multi-task, manage competing 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 strong attention to detail.
- Ability to exercise discretion in handling confidential matters.
- Ability to supervise, give direction, and manage projects.
- Advanced computer literacy including knowledge of word processing, spreadsheets and office management tools.
- 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.
- Ability to interact effectively with a wide variety of constituencies from students to CEO’s.
Environmental Demands:
- Work 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 Chancellor position.
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
Frequency Key (hours per day): Never = 0 hours; Rare = up to 1 hour;
Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7½ h ours.
Tools and Equipment Used:
- Standard office machines and equipment
- Telephone
- Personal Computer
UMass Dartmouth offers exciting benefits such as:
- 75% Employer-Paid Health Insurance
- Flexible Spending Accounts
- Life Insurance
- Long Term Disability
- State Pension Retirement Plan
- Optional Retirement Savings Plans
- Tuition Credit (Employee, Spouse, & Dependents)
- Twelve (12) paid holidays
- Paid personal, vacation, and sick time
- And More!
Benefits for Non-Unit Classified: Non-Unit Classified
Applicants must be authorized for permanent employment in the United States. Employment-based visa sponsorship is not available.
To apply, please submit a letter of interest, a current resume, and the contact information for three professional references.
The review of applications will be immediate and ongoing until the position is filled.