Executive Assistant

General Statement Of Duties And Responsibilities

The Executive Assistant provides administrative support and technical assistance to the Vice Chancellor. Exceptionally high degrees of confidentiality, discretion and customer service are required for this position; as such, the incumbent is a confidential employee as defined in M.G.L. Chapter 150E. The incumbent will assist in collective bargaining/labor matters that occur in the Division of Student Affairs. This position requires a high level of decision-making and the ability to make independent judgments on organizing assigned work. It requires knowledge of the policies and procedures of the University as well as the Division of Student Affairs.

• Assist Vice Chancellor by gathering data and responding to information requests related to grievances, MCAD claims and other labor issues.
• Participates in confidential and sensitive labor relations matters and investigations.
• Serves as the administrative support staff to the Vice Chancellor and the senior staff as needed, and is responsible for maintaining the Vice Chancellor’s calendar with an exceptionally high degree of accuracy amid constantly evolving needs and obligations.
• Schedules a wide range of individual and group meetings, coordinates dates, and makes logistical arrangements.
• Maintains the Vice Chancellor’s daily meeting materials and assists in the gathering and preparations of briefing materials; ensures that logistical preparations are in place for meetings.
• Engages in review of matters with a high degree of confidentiality.

Accounting and Budget Management

• Performs accounting entries, month-end summary reports and reconciles accounts, and makes transfers between accounts as necessary, collaborates with A&F staff on fiscal and accounting issues.
• Captures and processes activities for spending accounts, purchase orders, including procard transactions.
• Prepares and processes payments, invoices, and reports. Ensures invoices are paid on time and reviews and monitors reports and accounts for accuracy.
• Runs queries and reports in PeopleSoft and other appropriate systems.

Calendar Management and Event Coordination

• Coordinates elements of the Vice Chancellor's correspondence and daily agenda.
• Maintains the Vice Chancellor’s daily meeting materials and assists in the gathering and preparations of briefing materials; ensures that logistical preparations are in place for meetings.
• Engages in review of matters with a high degree of confidentiality.
• May take minutes at confidential meetings, including those relative to collective bargaining and litigation concerning the University.
• May compose drafts, edit, and proofread letters and other correspondence for the Vice Chancellor including items of a confidential nature.
• Coordinates Divisional events and activities, working with other staff in the division, including but not limited to staff meetings, retreats, workshops, professional development programs, annual awards programs, and senior level searches.
• Maintains sensitivity, understanding, and respect for a diverse academic environment, inclusive of students, faculty, and staff of varying social, economic, cultural, ideological, and ethnic backgrounds.

Communication and Liaison

• Engages in review of matters with a high degree of confidentiality.
• May compose drafts, edit, and proofread letters and other correspondence for the Vice Chancellor including items of a confidential nature.
• Engages in review of matters with a high degree of confidentiality.
• May take minutes at confidential meetings, including those relative to collective bargaining and litigation concerning the University.
• May compose drafts, edit, and proofread letters and other correspondence for the Vice Chancellor including items of a confidential nature.
• Engages in review of matters with a high degree of confidentiality.
• May take minutes at confidential meetings, including those relative to collective bargaining and litigation concerning the University.

Supervision

• Engages in review of matters with a high degree of confidentiality.
• May take minutes at confidential meetings, including those relative to collective bargaining and litigation concerning the University.
• May compose drafts, edit, and proofread letters and other correspondence for the Vice Chancellor including items of a confidential nature.

Environmental Demands

• Frequent work performed with other people.
• Frequent interactions with staff and manager.

Mental Requirements

• Must be able to communicate in English (speaking, writing and reading) at a level to effectively perform the essential functions of the Executive Assistant to the Chancellor position.

Physical Requirements

• Physical Activity Frequency: Sitting - Frequent, Walking - Occasional, Climbing Stairs - Occasional, Crouching/Bending/Stooping - Occasional, Reaching - Occasional, Grasping - Occasional, Pushing/Pulling - Occasional, Near Vision - Constant, Far Vision - Constant, Talking - Constant, Smell - Rare, Lifting/Carrying (20 lbs.) - Occasional, Travel - Occasional.

Tools And Equipment Used

• Standard office machines and equipment.
• Telephone.
• Personal Computer.
• UMass Dartmouth Offers Exciting Benefits Such As 75% Employer-Paid Health Insurance, Flexible Spending Accounts, Life Insurance, Long Term Disability, State Pension Retirement Plan, Optional Retirement Savings Plans, Tuition Credit (Employee, Spouse, & Dependents), Twelve (12) paid holidays, Paid personal, vacation, and sick time, And More!

Benefits For Non-Unit Classified

• Non-Unit Classified Applicants must be authorized for permanent employment in the United States.
• Employment-based visa sponsorship is not available.