Human Resources Employment Opportunities

Executive Assistant to the Dean

Apply now Job no: 516244
Position Type: Staff Full Time
Campus: UMass Boston
Department: CSM - Dean's Office
Pay Grade: No Pay Grade
Date opened: Eastern Standard Time
Applications close: Eastern Standard Time

General Summary: 

Under the direction of the Dean of the College of Science and Mathematics (CSM), the Executive Assistant (EA) to the Dean will provide advanced administrative support by performing complex, varied, and confidential administrative functions that support the College's strategic priorities. 

The EA will be a strong, positive, collaborative presence in the Dean's Office.  The EA must have exemplary time management skills and the ability to identify and anticipate the Dean's needs.  The role must interact seamlessly and with a professional demeanor across a broad range of individuals, including the Senior Leadership Team, the Science Advisory Board, departmental Faculty, staff, and others.  In addition, the EA is expected to exercise professionalism and discretion in handling highly sensitive and confidential institutional information, including all matters of the Academic Master Calendar and Personnel Action Calendar and collective bargaining and grievance procedures.

The Executive Assistant must exercise discretion in committing the Dean's time by evaluating and prioritizing needs.  The EA will be responsible for the Dean's calendar management which includes setting internal and external meetings and appointments, speaking engagements, and travel both domestic and international. 

The candidate will assist with planning and implementing Dean's Office events, participate in project work groups and committees, and manage complex projects and initiatives for the Dean.

The incumbent will serve as the primary Dean's Office contact for the University President's Office, Chancellor's Office, Academic Affairs, Administration and Finance, other university departments, and internal and external stakeholders.  

Examples of Duties: 

  • Provide advanced executive administrative support to the Dean of the College of Science and Mathematics (CSM); 
  • Manage the Dean’s calendar by interacting with internal and external stakeholders for both virtual and in-person meetings to schedule meetings; prepare agendas and background materials; track and execute appropriate follow-through on meetings and appointments as necessary, meeting notes and minutes; manage meeting logistics such as conference rooms, and audio-visual equipment; 
  • Research, collect and prepare information for use in discussions and meetings for the Dean; arrange presentation materials for meetings; and inform the Dean of pertinent information;
  • Serve as primary contact for the University President’s Office, Chancellor’s Office, Academic Affairs and Administration and Finance, Science Advisory Board, as well as the other university departments and external organizations and individuals; 
  • Serve as the Dean’s Office liaison to other staff members regarding correspondence, general office procedures, and projects related to the work of CSM; interact regularly and diplomatically with a diverse group of internal and external stakeholders; compose and distribute correspondences, notices, forms, calendars, manuals, presentations, brochures, and other related materials; take minutes of meetings, when appropriate; 
  • Prepare, respond and assist in the decision-making of confidential correspondence and or documents promptly to meet the needs of internal and external customers following 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 timely attention and follow-up;
  • Manage the travel plans and expenses reimbursements for the Dean, including travel logistics, pre-travel requirements, reconciliation of travel expense transactions, and reimbursements according to university policies; 
  • Attend with the Dean or as a representative of 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 or attendance at events, both on and off campus, and coordinate schedules; coordinate with vendor services, including negotiating prices, executing contracts and oversee activities; 
  • Coordinate and manage the confidential filing system for the Dean’s Office; including personnel reviews through all levels of review for all departments within the college; assist with the preparation of the 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 CSM 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; 
  • Complete projects and special assignments as assigned; establish objectives, determine priorities, manage time and gain the cooperation of others to ensure the smooth completion of the project; monitor progress and provide troubleshooting and problem-solving, when necessary; 
  • Assist the Dean in collective bargaining with all units; assist the Dean in grievances, negotiating a resolution, and representing the college at subsequent grievance proceedings;
  • Performs other duties as assigned by the Dean.  

Qualifications: 

Bachelor’s Degree and three-five years of Executive Administrative Assistant experience, which includes experience in providing high-level administrative support and support for special projects and confidential work, preferably in a higher education setting, is required. Experience with planning special events is required. 

  • Knowledge of the principles and practices of office management including type of standard office filing systems and procedures;
  • Knowledge of software applications, including office software and database management;
  • Demonstrate strong professional integrity by exercising discretion in handling highly confidential information and work with confidential and time sensitive materials;
  • Ability to manage complex administrative tasks and functions independently;
  • Ability to prioritize work and make independent decisions regarding procedures and operations;
  • Ability to multi-task and prioritize tasks while respecting multiple deadlines;
  • Strong written and oral communication skills with a demonstrated ability to write concisely, express thoughts clearly and develop ideas in a logical sequence;
  • Strong analytical, organizational, interpersonal and problem-solving skills, with strong attention to detail
  • Ability to deal tactfully resolving any problems that arise by using sound, independent judgment;
  • Ability to establish and maintain professional working relationships with colleagues and work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks
  • Ability to navigate with thoughtfulness in a multicultural environment;
  • Ability to plan and organize work for various functions;
  • Ability to work with minimum supervision and take initiative;
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned activities;
  • Strong commitment to customer service. 

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 requires all employees to be vaccinated against COVID-19 and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

Applications close: Eastern Standard 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 legally 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.

UMass Boston normally does not provide H-1B visa sponsorship for non-academic positions.

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.

UMass Boston requires all employees to be vaccinated and to confirm proof of their vaccination status. Exemptions from the vaccine requirement will be permitted only for qualifying religious or medical reasons. Regardless of vaccination status, you must wear a face covering in public indoor spaces on campus.

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