Careers at UMass Amherst

Executive Assistant I

Apply now Job no: 503932
Work type: Staff Full Time
Location: UMass Amherst
Department: SA Administrative Operations
Union: Non-Unit Non-Exempt
Categories: Administrative/Office Support, Student Affairs & Services

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

 

Job Summary

This position operates under direction and reports to the Vice Chancellor with functional supervision from the Executive Director. Serves as the executive assistant to the Vice Chancellor for Student Affairs and Campus life.  Administers the day-to day clerical operations of the Vice Chancellor’s office and provides administrative support to the Vice Chancellor, Associate Vice Chancellor, Executive Director of Organizational Development and Efficiencies and the Director of SACL Communications and Professional Development. First point of contact for scheduling/communicating with executive level offices at the Amherst campus. Assists in a wide range of activities and confidential matters; requires judgment skills and operates with considerable independence.

 

Essential Functions

  • Provides administrative support to the Vice Chancellor for Student Affairs; manages schedule which includes maintaining calendar, scheduling all recurring meetings for the Vice Chancellor including the Associate Vice Chancellor, Executive Director of Organizational Development and Efficiencies and the Director of SACL Communications and Professional Development, responding to university events, handling/screening phone calls, processing incoming mail, making travel arrangements, and responding to emails. Keeps Vice Chancellor apprised of schedule. Performs related support functions necessary to facilitating the Vice Chancellor's day to day work. 
  • Serve as point of contact for documents and materials requiring the Vice Chancellor’s signature.
  • Manages the day-to day schedule and briefings for the Vice Chancellor and other senior executives in the Vice Chancellor’s office.   Provide a wide variety of front-line and administrative support to the Office of the Vice Chancellor, and as the main contact for meetings and events that require the Vice Chancellor’s attendance. Screen phone calls and meeting requests, using judgment and discretion to determine proper handling and when to schedule meetings.
  • Provide administrative support for the Office of the Vice Chancellor staff to include travel management, corporate card use/reconciliation, report generation, and similar responsibilities.
  • Provide technical support with meeting technologies including Mondopad or similar Smart Boards, as well as Skype, Zoom, WebEx and teleconferencing systems; assist with digital file management with attention to information/ data security.
  • Maintain a highly professional and welcoming presence as the first point of contact in the Vice Chancellor’s Office.
  • Respond to and/or prepare correspondence for inquiries related to Student Affairs and Campus Life. 
  • Serve as Netcom Representative (TUG) representative for the Vice Chancellor’s Office.
  • Exercise mature, professional judgement in all interactions (with students, parents, staff, faculty, and/or public) and at all times respect the often confidential and sensitive nature of information and circumstances.
  • Works with executive offices: UMass President’s Office, Board of Trustees, Five Campus VC Offices, Chancellor, Provost, Vice Chancellors, Five Colleges Inc., etc. regarding communication, meetings, and project coordination.
  • Work with the Director of SACL Communications and Professional Development to assist with updating the SACL website.
  • Perform related duties as assigned or required to meet Executive Area, Division and University goals and objectives.

 

Other Functions

  • Performs related duties as assigned or required to meet Department, Executive Area, Division, and University goals and objectives.
  • Understands responsibilities with respect to Title IX, Clery and other compliance requirements.
  • Demonstrates capacity, skill and willingness to engage students and contribute to student success.
  • Works collaboratively with other campus stakeholders to fulfill the mission of Student Affairs and Campus Life.
  • Understands responsibilities with respect to conflicts of interest and behaves in ways consistent both with law and with University policy.
  • Contributes toward creating a positive and respectful workplace defined by personal and professional competence, integrity, and collaboration.
  • Understands and contributes to implementation of departmental and institutional goals for achieving non-discrimination and creating a respectful, inclusive environment that is supportive of diversity.
  • Uses access to sensitive and/or not yet public university related information only in the performance of the responsibilities of position and exercises care to prevent unnecessary disclosure to others.

 

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • High School diploma.
  • Previous work experience in an executive/senior management office environment.
  • Previous customer service experience.
  • Superior customer service skills.
  • Superior interpersonal skills and ability to effectively engage persons of diverse backgrounds and identities. 
  • Highly cultivated active listening skills. 
  • Strong organization skills and ability to manage multiple tasks simultaneously. 
  • Fundamental understanding of confidentiality and decorum essential in professional settings. 
  • Ability to maintain poise in stressful situations. 
  • Proficient in use of Microsoft office suite software tools.

 

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

  • Associates Degree (in Business or related field) preferred.
  • Previous experience attending and/or working on a college campus.  (highly preferred)
  • Knowledge and proficiency in using the finance module for PeopleSoft and Summit Reports preferred. 
  • Knowledge of typical university governance, organization structures, departments, systems, policies, and procedures preferred.

 

Physical Demands/Working Conditions

Typical Office Environment Activity

 

Work Schedule

Mon- Fri 8:30 AM- 5:00 PM  (37.5 hours per week)

 

Salary Information

Grade 17

 

Special Instructions to Applicants

 

Please include with your application a cover letter, resume, and contact information for three (3) professional references. 

 

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University.  To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.  It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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