Executive Assistant to the Dean
Job no: 515216
Position Type: Staff Full Time
Campus: UMass Boston
Department: CLA - Dean's Office
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time
Under the direction of the Dean of the College of liberal Arts (CLA), the Executive Assistant to the Dean will provide advanced administrative support to the Dean and to the CLA Dean's office by performing complex, varied and confidential administrative 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 work closely with the Dean, the Associate Deans, and the Assistant Deans to assist with all aspects of administrative, personnel-related, and financial functions of the College, 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 Associate Dean calendars as appropriate; scheduling appointments and meetings; and will maintain the Dean's office files, including those of a confidential nature. The incumbent will serve as Dean's primary contact for the Department Chairs, CLA Faculty and Students, Chancellor's Office, Academic Affairs, Administration and Finance, Human Resources, the Provost’s Office, and the University President's Office.
Examples of Duties:
SUPPORT THE DEAN:
- Provide advanced executive administrative support to the Dean of the College of liberal Arts (CLA) and serve as the Dean's Office liaison to other university constituents regarding correspondence, scheduling, general office procedures and projects related to the work of CLA; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; compose and distribute correspondences of both a general and confidential nature for the Dean; receive and review all correspondence and other communication directed to the Dean; file and organize Dean's office materials; maintaining the Dean's files, including those of a confidential nature; assist the Dean in preparing reports;
- Manage the executive calendar for the Dean, including scheduling both on and off campus appointments and meetings, in collaboration with various university departments, execute appropriate follow through on meetings and appointments, as necessary; provide proactive meeting set-up for the Dean, including locating conference rooms, organizing meeting materials, audio-visual equipment and coordinating meeting materials;
- 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;
- Research, compile, summarize and analyze information needed to formulate correspondence and responses to inquiries for internal and external clients; Prepare, respond to, and manage confidential communications and activities between the Dean and senior leadership, as well as between the Dean and Department Chairs and faculty; Compose regular correspondence, emails, letters, and announcements for the Dean;
- Manage the travel plans and expenses for the Dean; process travel plans, including assisting in securing air-fare and hotel accommodations 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 Dean;
SUPPORT CLA DEAN’S OFFICE/CLA
- Serve as the primary contact and source of information of Dean's office policies and procedures for Chairs, faculty, staff, and students in the College;
- Attend with the Dean or as representative of the Dean's office internal and external meetings and special events such as monthly Finance and Administration meetings and Chairs meetings; 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;
- Provide support for monthly Department Chair meetings, and staff meetings for the Dean's Office; including preparing agendas, background materials, and take minutes of meetings, when appropriate;
- Serve as college liaison for Document Retention following University policies on maintaining and eliminating paper documents and sharing information with department administrators; Coordinate and manage the confidential filing system for the CLA Dean's Office;
- Provide support to the College Departmental Administrative Staff, specifically by managing Department Administrators’ Meetings (DAM), being a resource for support and training needs; provide venue for group discussion, being a conduit of information from F&A to DAM; support on-boarding of new Departmental Admins in conjunction with Assistant Deans for Personnel, Scheduling, and Finance;
- Serve as CLA Senate assistant/liaison with any matters directed by CLA Senate moderator; including attending SEC meeting, updating web content, managing multiple sub committees, etc; provide training and assistance to CLA and University-wide faculty and administrators with use of Curriculog, provide support to the Provost’s Office to ensure smooth functioning of Curriculog;
- Coordinate Deans office onboarding for new Chairs and department admins on CLA Dean’s Office support procedures and roles, advise on processes and forms necessary for various payroll, budgeting, and scheduling;
- Coordinate with the CLA web editor to provide maintenance, updating and enhancing of the website of the CLA Dean's office, including updating forms and deadlines;
- Collaborate with the Dean and the Dean's Office staff on CLA projects, reports and assignments; Work in close conjunction with the CLA Dean and Senior Advisor to the Dean to pinpoint, assess, and resolve temporary workload imbalances between the staff, with particular attention to the Assistant Deans duties; 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/or problem solving, when necessary;
SUPPORT ASSOCIATE DEANS
- Provide administrative support to the Associate Deans; maintain the Associate Dean calendars when appropriate; make logistical arrangements for meetings convened by Associate Deans;
- Meet with student complainants and scheduling student appointments with Associate Deans;
- Receive and process applications for travel and research fund competitions, and other monetary awards run out of the Dean's office, including merit and periodic faculty reviews; receive and process applications and nominations for student award competitions;
- Maintain files for all functions that are overseen by Associate Deans, such as periodic departmental external reviews;
SUPPORT ASSISTANT DEANS
- Provide administrative support to the Assistant Dean for Scheduling and Special Projects; provide assistance during special events;
- Provide administrative support to the Assistant Dean for Finance; including assistance with reimbursements, and invoice payments, or other assigned projects;
- Provide support with the computer replacement process for the College of Liberal Arts; responsible for computer replacement process for the CLA Dean's Office;
- Support the CLA Business Manager with travel and lodging arrangements for external evaluator of department reviews and processing appropriate paperwork for travel; provide backup support as needed to department Administrative Assistants for travel and lodging arrangements for job candidates for various faculty positions in the College;
- Provide administrative support to the Assistant Dean for Personnel, including payroll support for the CLA Dean’s Office and the College; Act as backup for all payroll timekeepers in the college; Act as Dean’s designee for payroll approval; Maintain all necessary payroll documentation for CLA Dean’s Office,
- Serve as back-up for Department Chairs and their department administrators in their respective capacities when they are away or on non-responsible time;
- Perform other duties as assigned.
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 and confidential work, preferably in a higher education setting, is required. Experience with People Soft is preferred
- Knowledge of the principles and practices of office management;
- Knowledge of software applications, including office software and database management (Word, Excel, Power Point);
- Knowledge of the types and applications of standard office filing systems, including electronic filing software, with the ability to manage e-mail and distribution lists;
- 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 all 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 and maintain effective office work procedures, and respond flexibly to the demands of a busy office;
- 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 material;
- Ability to exercise sound judgment;
- Ability to multi-task and prioritize tasks while respecting multiple deadlines;
- Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks;
- 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.
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 including booster. 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 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 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.