POSITION TITLE: Executive Assistant, Human Resources
DIVISION: Division of Human Resources
BARGAINING UNIT STATUS: Non-Unit Professional (Confidential)
FLSA STATUS: Exempt
REPORTS TO: Associate Vice Chancellor for Human Resources
GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES: The Executive Assistant provides administrative support and assistance to the Vice Chancellor and Associate Vice Chancellor for Human Resources. 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.
This position requires a high level of decision-making and the ability to make independent judgments on organizing assigned work. This position requires knowledge of the policies and procedures of the University as well as Human Resources. The Executive Assistant has access to most items that are presented to the Office of Human Resources, including sensitive personnel issues and matters pertaining to the financial status of the University, policies and procedures, and issues related to collective bargaining and labor relations. Assists 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 Associate Vice Chancellor, 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 Human Resources, performs all the necessary accounting duties, and develops and produces various financial reports; 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. Works closely with members of Human Resources, and other university senior leadership, serves as an internal liaison to various offices on behalf of the Vice Chancellor and maintain files and confidential communications as required.
The position requires a positive presence including flexibility, adaptability and someone who contributes positively to team dynamics. 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 and functional supervision from the Associate Vice Chancellor.
Supervision Exercised:
May supervise student employees and may provide functional supervision or project management direction to staff.
EXAMPLES OF DUTIES (ESSENTIAL FUNCTIONS):
- Provides administrative support to the Vice Chancellor and the Associate Vice Chancellor including assistance with scheduling meetings, coordinating calendars, room logistics and other duties as assigned.
- Organizes meeting materials and ensures that logistical preparations are in place for meetings.
- Coordinates elements of the Vice Chancellor's correspondence. Engages in review of matters with a high degree of confidentiality.
- Monitors Salesforce cases, responds to inquiries in a timely manner or reassigns to team members as needed. Reviews Salesforce Dashboard on a regular basis and alerts HR Leadership Team of outstanding issues needing attention.
- Manages HR budget including monitoring spending accounts, purchase orders and reconciling pro-card transactions.
- Performs accounting entries, month-end summary reports and reconciles accounts, and makes transfers between accounts as necessary, collaborates with Budget & Finance staff on issues as needed.
- 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 UMPlan and PeopleSoft Finance to assist in monitoring expenditures.
- Assists with planning and implementing HR sponsored events such as Professional Development opportunities, Wellness Initiatives, Employee Engagement and Recognition Celebrations. Makes recommendations for continuous improvement and new event opportunities.
- Manages the Department’s computer inventory and Property Control.
- Coordinates travel arrangements for the Vice Chancellor and Associate 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 HR internal events and activities such as staff meetings, retreats, workshops and professional development programs including scheduling, room reservations, team logistics, catering, etc.
- Seeks opportunities to gain knowledge and implement more effective and efficient processes.
- Performs other related duties as 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 experience providing high-level administrative and professional support to a member of senior leadership in a high visibility environment, preferably within higher education, with the following demonstrated skills
PREFERRED QUALIFICATIONS:
- Knowledge of PeopleSoft HR
- Knowledge of PeopleSoft Financial
- Knowledge of Salesforce
- Knowledge of Qualtrics or other Survey Tools
REQUIREMENTS AT TIME OF HIRE:
- Strong interpersonal skills and outstanding customer service skills
- Ability to remain positive in the midst of challenging situations
- Ability to approach challenges with a solution-oriented mindset
- Ability to exhibit flexibility, adaptability and contribute positively to team dynamics
- 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
- Ability to work successfully and collegially in a team environment
- 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 senior leadership
ENVIRONMENTAL DEMANDS:
- Work generally performed in an office
- Frequent work performed with other people
- Frequent interactions with staff and manager
MENTAL RE:QUIREMENTS:
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
Salary: $68,000 - $75,000
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 Professional: Non-Unit Professional
Applicants must be authorized for employment in the U.S. on a full-time basis. 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 ongoing until the position is filled.