Executive Assistant to the Dean

Title: Executive Assistant to the Dean

Executive Area: Academic Affairs

College/School/MBU: Other Academic Units

Department: Commonwealth Honors College

Work Location: Amherst

Schedule:Full Time

Work Arrangement:Hybrid

Job Summary

Provides executive-level administrative support to the Dean and CHC Leadership Team by managing calendars, finances, communications, documents, and meetings; coordinating college events and functions; serving as liaison to honors societies; and supporting special projects and initiatives.

Essential Functions

Manages the Dean's calendar and schedule and long-term calendars; coordinates complex meetings including venues and catering; screens and makes phone calls and emails and delegates messages; provides coordination to ensure effective and productive meetings; communicates quickly and effectively with the Dean regarding schedule changes; and ensures the Dean is properly prepared for all meetings, assemble agenda and background materials as needed.

Confers with the Dean to evaluaterequests todeterminethe appropriateness and necessity of involvement by the Dean, and/or redirects toappropriatearea and assists in the preparation of confidential reports.

Gathers and synthesizes information, performs online research, compilesreportsandanalysis ofdataif needed by the Dean.

Works with closely with other staff members in the college and campus community to support the Dean's initiatives and communication efforts.

PreparesConcurexpenseand travelreportsfor the Dean.

Serves asapproverfor time reported for theDean's direct reports.

Serve as a liaison for the Dean in honors societies such as Phi Kapppa Phi (PKP) as well as state, regional, and national organizations.

Scheduling and keeping notes for bi-monthly CHC Unit Director meetingsand for monthly All Staff/Faculty meetings.

Assistsin planning and organizingspecial eventsasneeded such as the Massachusetts Undergraduate Research Conference (MassURC) and Celebration of Excellence, and evening and weekend work may berequiredincludingspecialmeetingsandretreats.

Understanding and applying departmental and applicable University policy and procedures to assigned activities.

Serves in back-up role for other College staff as needed. Assists with special projects and perform other duties as assigned by the Dean showing adaptability and flexibility to accomplish goals.

Other Functions

Performs other duties as assigned.

Minimum Qualifications

High School diploma (or equivalent).

Four (4) or more years of administrative office or related experience, at least one (1) year supporting an executive or c-suite position. An Associate's or higher degree may be substituted for two (2) years of the required experience.

Expertisewith Microsoft Office including Excel, PowerPoint,Outlookand Word, as well as the interest and ability to learn and adapt to new software.

Superior written and oral communication.Shouldbe able to write clearly and effectively with proper language structure and grammar.

Experience handling confidential information.

Exceptional organizational skills and the ability to prioritize and balance tasks in a demanding, ever-changing and often deadline-oriented environment

Strong keyboarding ability and computer skills including spreadsheet, word processing, database, and presentation software with the ability to quickly learn and adapt to new software programs as needed for position duties.

Excellent interpersonal skills allowing for smooth and effective interactions with and between different constituents from diverse populations.

Ability toestablishrapport andmaintainharmonious working relationships withpeoplefrom varied backgrounds and excellent ability to work both independently and be part of an effective team with a highly cooperative and collaborative working style.

Professional telephone and interpersonal communication etiquette and demonstrate a positive attitude, resiliency, tact, and discretion in handling confidential information.

Ability towrite conciselyto express thoughts clearly and to develop ideas inlogicalsequence and understand and follow complex oral and written instructions.

Ability to take initiative in exercising independent judgment concerning any aspect of the job and implement effective time management skills.

Ability to prioritize and work on multiple tasks simultaneously to meet strict processing deadlines.

Ability to travel to off-site locations by car or air for events and meetings on occasion.

Preferred Qualifications

Prior experience in an administrative higher education environment.

Working Conditions

Work is performed in a standard office or indoor university environment and involves minimal physical exertion.

Work Schedule and Work Arrangement

Monday-Friday; 8:30am-5:00pm.

This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position is non-unit, it is subject to the terms and conditions of the University of Massachusetts Board of Trustees Non-Unit (Professional/or Classified) Employee Personnel Policy.

Salary Information

Pay Grade:Non-Unit Classified Grade 17

Click here to view theClassified Step Scale

Special Instructions for Applicants

Along with the application, please submit a cover letter and resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.