General Summary: 

The Executive Assistant will provide high-level administrative support to the Vice Provost for Student Equity, Access, and Success (VPSEAS) as well as the designated Assistant Vice Provost to further grow a transformative collegiate environment centered on developing an anti-racist, health-promoting community. The incumbent will perform complex, varied and confidential administrative, financial, and communication functions supporting the Vice Provost’s strategic priorities and to ensure the efficiency and effectiveness of day-to-day operations and communications of the SEAS department. The incumbent will serve as a liaison to the VPSEAS for all high-level internal and external constituencies; will assist in the collaboration with key functional areas of the university; and will provide coverage to the AVP-Ops in their absence.

Examples of Duties: 

• Serve as the first point of contact for the VPSEAS’s Office for the campus community and external community visitors and provide high-level administrative support to the VPSEAS; greet and direct visitors; receive, respond to and/or direct internal and external phone and e-mail inquiries and requests and when necessary, field inquiries to appropriate staff person; receive, sort and distribute mail;
• Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence;
• Assist the VPSEAS in ensuring that inquiries or requests from students and inquiries, requests and/or confidential communications and activities between the Vice Chancellor and other members of the leadership team for action are handled in a timely and effective manner;
• Maintain confidentiality and discretion in handling sensitive information and files;
• Manage the executive calendar for the Vice Provost including scheduling appointments and meetings;
• Collect, prepare and analyze briefing and background materials in preparation for the Vice Provost’s meetings in coordination with other university staff and follow-up on any details related to these meetings;
• Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed;
• Schedule and coordinate meetings, including preparation of agenda and report materials; record, transcribe, and distribute meeting minutes, coordinating with other VPSEAS direct reports as may be needed;
• Manage written and electronic records for the VPSEAS area, including those on the university network such as the OneDrive and ensure that required retention policies are maintained;
• Manage all operational functions for office, including, but not limited to budget preparation and monitoring, travel, purchases and payment of invoices, including use of any necessary systems such as BuyWays and Concur;
• Assist in the coordination, planning and implementation of divisional events;
• Hire, schedule, supervise and evaluate student employees within the Office of the Vice Provost ensure that office coverage and vacation schedules are established and coordinated. Coordinate student employee coverage across SEAS units as needed.
• 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/or problem solving when necessary;
• Represent SEAS on committees or at meetings, as determined and approved by the VPSEAS or their designee;
• Perform other duties as assigned.

Qualifications: 

• Knowledge and demonstrated experience in using Microsoft Teams.
• Experience working with budgets and the monitoring of budgets to actual results
• Experience working in a diverse organizational environment preferred.
• Demonstrated ability to take initiative and also knowing when to ask for help.

• Knowledge of the principles, procedures, and practices of office management;
• Knowledge of the types and applications of standard office filing systems;
• Ability to manage complex administrative tasks and functions independently
• Ability to prioritize work and make independent decisions regarding procedures and operations;
• 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, as well as senior managers and departmental staff, and be thoughtful of multicultural environment;
• Ability to plan and organize work for various functions;
• 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 independently, as well as collaboratively;
• Ability to exercise discretion in handling highly confidential information and working with confidential and time sensitive materials and issues;
• Ability to multi-task and prioritize tasks while respecting multiple deadlines and using time efficiently;
• Ability to work in a fast-paced work environment and shift priorities as required;
• Strong written and oral communication skills;
• Strong analytical, organizational, interpersonal and problem solving skills, with the ability to monitor own work for accuracy and thoroughness;
• Strong attention to detail;
• Strong professional integrity;
• Strong commitment to student success and constituent 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 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.