Human Resources Employment Opportunities

Chief of Staff

Apply now Job no: 502954
Position Type: Staff Full Time
Campus: UMass Boston
Department: Institute for Early Education
Pay Grade: 33
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time

General Summary:  

The StrongStart Training and Technical Assistance (SSTTA) Chief of Staff will serve as a primary liaison to the SSTTA Director for all high-level internal and external constituencies.  The Chief of Staff will coordinate communications, events, planning, Director’s calendar, and correspondence related to the StrongStart Training and Technical Assistance grant.

Examples of Duties: 

  • Support StrongStart Training and Technical Assistance (SSTTA) Center Director;
  • Coordinate communications across the StrongStart T/TA program and oversee implementation of the communications plan;
  • Facilitate and coordinate event planning and management for the Center Director;
  • Provide website management/maintenance;
  • Provide advanced executive administrative-support to the SSTTA Director and Grant Coordinator, and serve as the Directors’ liaison to other staff members regarding correspondence, scheduling, general office procedures and projects related to the work of SSTTA; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; manage regular staff meetings for the Director; compose and distribute correspondences, notices, forms, calendars, manuals, presentations, brochures and other related materials; take minutes of meetings and manage all storage of files, records, and other documents;
  • Provide direct support for budget and personnel management for SSTTA; assist the Director regarding budgetary and personnel matters;
  • Manage the executive calendar for the Director, including scheduling both on and off-campus appointments and meetings, in collaboration with various university departments, committees, boards and external contacts; prepare meeting agenda(s) 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 Director, 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 Director and other senior leaders, ensuring that items requiring attention and follow-up are dealt with in a timely fashion;
  • Manage the travel plans and expenses for the Director and management team; process travel plans, and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in accordance with university policies; manage all ProCard transactions for the Director;
  • Attend with the Director 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;
  • Coordinate and manage all personnel reviews for SSTTA staff. 

Qualifications: 

Bachelor’s Degree and three-five (3-5) years of administrative assistant experience, which includes experience in providing high-level administrative support and support for special projects, preferably in higher education, is required.  Professional demeanor when working with various internal and external constituents required.  Ability to work a flexible schedule, including early mornings, evenings and weekends as required.  

Preferred Qualifications:

  • Familiarity with various databases preferred. 

Knowledge, Skills, and Abilities:

  • Proficiency with Microsoft Office Suite, specifically Excel, PowerPoint, and Word;
  • Ability to work effectively as part of a team, with senior managers, and as a motivating force with potential donors;
  • Ability to interact with high-level donors;
  • Ability to maintain strict confidentiality and work with confidential and time-sensitive information and materials;
  • Ability to exercise sound judgment and to actively listen;
  • Ability to work in a fast-paced work environment;
  • Ability to actively listen;
  • Demonstrated ability to manage multiple tasks simultaneously;
  • Strong analytical, organizational, problem-solving and interpersonal skills;
  • Strong oral and written communication skills;
  • Strong commitment to customer service.

Application Instructions: 

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

Review of candidates will begin following the application closing date. 

Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 10 business days of the posting.  All other candidates will be considered after that period. 

Salary Ranges for the appropriate Pay Grade can be found at the following link: 

Salary Ranges

This is a grant-funded position currently expected to extend through June 30, 2022, subject to ongoing funding approval and business needs. There is a possibility of extension beyond June 30, 2022, contingent on the availability of funding and operational needs.

All official salary offers must be approved by Human Resources.

 

Applications close: Eastern Daylight Time

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All official salary offers must be approved by Human Resources.

The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.

The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.

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