General Summary: 

Under the direction of the Dean for the College of Management, the Executive Assistant to the Dean will provide advanced administrative support to the Dean by performing complex, varied and confidential administrative and financial functions supporting the College’s strategic priorities. The Executive Assistant to the Dean will be a strong, positive collaborative presence for the Dean’s Office staff. The incumbent will serve as the primary contact for the Chancellor’s Office, Academic Affairs, Administration and Finance, the University President’s Office, other university departments, as well as external organizations and individuals, such as alumni and business, non-profit and government leaders. The incumbent will work to ensure that items requiring follow-up are dealt with in a timely manner. The Executive Assistant to the Dean will be responsible for managing the daily operations of the Dean’s Office; working closely with the Dean, associate and assistant deans to assist with all aspects of the dean’s duties, with the ability to deal with and handle situations that are sensitive and confidential in nature, ensuring the day-to-day processes and communications flow smoothly and efficiently; will manage the Dean’s calendar and other calendars, as appropriate, scheduling appointments and meetings; will work closely with the operation of all aspects of event planning and implementation, as well as special events, as needed; and will participate in committees and manage complex projects and initiatives for the Dean. The Executive Assistant will provide direct and confidential support to the Dean regarding all matters pertaining to collective bargaining and grievance procedures.

Examples of Duties: 

Provide advanced executive administrative support to the Dean for the College of Management (CM) and serve as the Dean’s Office liaison to other staff members regarding correspondence, scheduling, general office procedures and projects related to the work of the College; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; manage monthly staff meetings for the Dean’s Office; compose and distribute correspondences, notices, forms, calendars, presentations, brochures and other related materials; take minutes of meetings, when appropriate;

• Assist the Dean in collective bargaining with all units; assist the Dean in grievances, negotiating resolution and/or representing the college at subsequent grievance proceedings;
• Manage the executive calendar for the Dean, and others as appropriate, including scheduling both on and off campus appointments and meetings, in collaboration with various university departments, committees, boards and external contacts; prepare meeting agendas and background material for all meetings; execute appropriate follow through on meetings and appointments, as necessary, including meeting notes and minutes; provide proactive meeting set-up for the Dean, including locating conference rooms, audio-visual equipment and coordinating meeting materials;
• Prepare, respond and assist in the decision making of confidential correspondence and or documents in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures; research, compile, summarize and analyze information to formulate correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders, ensuring that items requiring attention and follow-up are dealt with in a timely fashion;
• Ensure that the Dean is well-briefed and prepared for meetings, events, and executive functions; ensure that confidential matters are handled with discretion; Vacant College of Management 5.2025
• Working closely with the Assistant Dean for Administration and Finance, assist the Dean with financial updates related to budget information, especially with the new Beacon Budget Model;
• Assist in the implementation of special projects initiated by the Dean;
• Research, compile, summarize and analyze information to formulate and prepare correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders ensuring that items requiring attention and follow-up are dealt with in a timely fashion;
• Serve as primary contact for the Chancellor’s Office, Academic Affairs and Administration and Finance, as well as the University President’s Office and other university departments and external organizations and individuals;
• Manage the travel plans and expenses for the Dean; reconcile travel and expense transactions and reimbursements in accordance with university policies; manage all ProCard transactions for the Dean;
• Attend with the Dean or as a representative of College Dean’s Office internal and external meetings and special events; provide follow-up details with outstanding issues and manage the communication process by taking minutes and tracking necessary next steps; work with other departmental staff to coordinate action on assigned tasks;
• Manage and coordinate all aspects of event planning for the Dean’s Office; communicate with faculty, administrators and other respective attendees regarding their participation in and/or attendance at events, both on and off campus and coordinate schedules; communicate with outside vendors concerning the provision of services for events, including negotiating prices, executing contracts and overseeing activities to ensure that services are fulfilled;
• Research, collect and prepare information for use in discussions and meetings for the Dean; arrange presentation materials for meetings; and keep the Dean informed of pertinent information;
• Coordinate and manage the confidential filing system for the Dean’s Office; manage all personnel reviews through all levels of review for all departments within the College; prepare final folio for submission to the Provost’s Office; manage and maintain organizational charts and departmental distribution lists;
• Collaborate with the Dean and the Dean’s Office staff on College projects, reports and assignments; carry out work procedures in cooperation with other units of the division to ensure the efficient and effective flow of work;
• Perform other duties as assigned.

Qualifications: 

Bachelor’s degree, preferably in business administration or a closely related field, and a minimum of three-five (3-5) years of administrative assistant experience, which includes experience in providing executive assistant or high-level lead administrative support, preferably in an educational setting, required. An additional four (4) years of the above work experience can be substituted for the required Bachelor’s Degree. Experience with planning special events is required.

• Knowledge of the principles and practices of office management;
• Knowledge of software applications, including office software and database management;
• Knowledge of the types and applications of standard office filing systems;
• Knowledge of and ability to perform online searches and conduct online research;
• Ability to manage complex administrative tasks and functions independently;
• Ability to prioritize work and make independent decisions regarding procedures and operations;
• Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned activities;
• 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 and be thoughtful of multicultural environment;
• Ability to plan and organize work for various functions;
• Ability to develop effective office work procedures;
• 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 with minimum supervision and show initiative;
• Ability to research and navigate social media;
• Ability to exercise discretion in handling highly confidential information and work with confidential and time sensitive materials;
• Ability to exercise sound judgment;
• Ability to multi-task and prioritize tasks while respecting multiple deadlines;
• Strong written and oral communication skills;
• Strong analytical, organizational, interpersonal and problem solving skills, with strong attention to detail;
• Strong professional integrity;
• Strong commitment to customer service.

For Professional Unit Positions:

· Is this job required to be on-call? No.

Supervision Received: The Assistant to the Dean will receive direct supervision from the Dean, College of Management.

Supervision Exercised: None

Application Instructions:

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

Review of candidates will begin following the application closing date.

Salary Range: Commensurate with experience

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.