Special Assistant to the Assistant Chancellor
Job no: 515664
Position Type: Staff Full Time
Campus: UMass Boston
Department: Ofc of Diversity & Inclusion
Date opened: Eastern Daylight Time
The Special Assistant to the Assistant Chancellor within the Office of Diversity, Equity, and Inclusion (ODEI) will provide high-level professional and administrative support by performing complex, varied and confidential administrative, project management and financial functions supporting the goals and strategic priorities of the Office and the University. The incumbent will serve as the liaison for the Assistant Chancellor (AC) for all internal and external constituencies and will assist in the management of day-to-day relationships with key functional areas of the university, including but not limited to Admissions, Academic Affairs, Enrollment Management, Student Affairs and Human Resources. The Special Assistant will independently manage and oversee complex projects as assigned often with a high degree of confidentiality.
Examples of Duties:
- Serve as the first point of contact for the Assistant Chancellor (AC) to the campus community and the external community. Competent performance of this public-facing role is critical to the success of the Office of Diversity, Equity and Inclusion.
- Provide administrative support as needed to the initiatives of the Office of Diversity, Equity and Inclusion as well as to those of the Restorative Justice Commission (RJC), of which the Assistant Chancellor is co-chair. Ensures that processes and procedures needed to implement ODEI and RJC plans are properly implemented in accordance with university policies and procedures.
- In conjunction with the Assistant Chancellor, manage day-to-day relationships with the key academic, non-academic and staff functions of the University and ensure successful achievement of strategic and operational objectives.
- In conjunction with the Assistant Chancellor, manage all aspects of EEO and diversity analysis and reporting including the Board of Directors presentations, climate studies, strategic planning, as well as gathering and tracking data.
- Prepare the ODEI annual budget and monitor budget vs. actual expenditures. Prepare forecasts and analyses as required. Process all accounting and billing transactions.
- Take a lead role, under the Assistant Chancellor’s supervision, in the design, implementation, research and analysis of initiatives that support a diverse and inclusive environment at UMass Boston.
- Assist the Assistant Chancellor, Diversity, Equity and Inclusion in the development of the University’s diversity and inclusion strategic plan.
- Work with the Assistant Chancellor, Diversity, Equity and Inclusion to assess the success of equity and inclusion programs at the university.
- Develop and implement processes to track and monitor training, presentations and other engagements with the university community.
- Work collaboratively with faculty and staff to expand cultural competencies across the university and work to promote a dialogue, facilitate interaction and strengthen alliances with external constituencies that represent and support diversity at the university.
- Assist the Assistant Chancellor, Diversity, Equity and Inclusion in the daily operations of the Office of Diversity, Equity and Inclusion; assist in budget preparation and supervision of staff; in the absence of the Director, may make non-personnel management decisions and may approve business expenses.
- Suggest and implement policies, programs, practices and resources needed to foster diversity and an inclusive, welcoming community for all students, faculty and staff.
- Develop and implement diversity and inclusion training and educational programs throughout the campus designed to ensure that the campus achieves its goals of creating and maintaining an accommodating and welcoming environment for all.
- Develop and/or secure content for e-newsletters, including feature articles and news stories pertaining to diversity and inclusion at the university.
- Assist the Assistant Chancellor, Diversity, Equity and Inclusion in developing all appropriate statistics as required by university policy, as well as by federal and state laws, practices, rules and regulations.
- Compose and edit memoranda, letters and reports, as well as other confidential correspondence in response to matters that pertain to the Office of Diversity, Equity, and Inclusion (ODEI) distribute as appropriate; ensure that inquiries, requests and/or confidential communications and activities between the Assistant Chancellor and other members of the leadership team for action are handled in a timely and effective manner.
- Maintain complete confidentiality and discretion in handling sensitive information and files.
- Provide executive administrative support to the Assistant Chancellor including but not limited to management of the daily, weekly and monthly schedule of appointments for the Assistant Chancellor, developing and preparing meeting agenda(s), collecting, preparing and analyzing briefing and background materials in preparation for the AC’s meetings and follow-up on any details related to these meetings and managing and confirming all travel arrangements and expenses for the AC.
- Serve as the ODEI Webmaster.
- Directly supervise the work performed by the office’s graduate assistants, interns and/or volunteers; ensure that office coverage and vacation schedules are coordinated.
- Oversee and manage special projects as assigned
- Represent ODEI on committees or at meetings as assigned
- Perform other duties as assigned and take initiative as needed.
Bachelor’s degree, and a minimum of 5-7 years of administrative support experience, which includes experience in providing executive assistant or high-level lead administrative support required. Professional experience in a higher education setting is preferred. At the sole discretion of the University, an additional four (4) years of the above described work experience that is deemed to be directly relevant may be substituted for the required Bachelor’s Degree. Advanced computer literacy including with the Microsoft Office Suite is required. Previous project management and project planning skills experience is required. Previous budget management experience or equivalent professional experience is required. The incumbent will be required to staff and/or attend evening and weekend events. This role may include some travel offsite to meetings or conferences.
Other Knowledge, Skills and Abilities:
- Strong commitment to customer service;
- Organizational, collaboration and planning skills a must;
- Thorough working knowledge of college/university systems, preferably in a public/urban environment preferred;
- Supervisory experience preferred;
- Knowledge and understanding of issues that affect a large, highly diverse student population;
- Ability to deal confidentially and sensitively with subject matter requiring privacy and respect;
- Ability to effectively communicate with internal and external constituents and outside agencies;
- Strong written and verbal communication skills;
- Strong attention to detail;
- Strong analytical and problem-solving skills;
- Strong administrative skills, including budget forecasting and public relations.
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.
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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.