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College of Education - Executive Assistant I

Apply now Job no: 511162
Work type: Staff Full Time
Location: UMass Amherst
Department: Dean - College of Education
Union: Non-Unit Non-Exempt
Categories: College of Education, Administrative/Office Support

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

Support the social justice mission of the College by providing comprehensive, executive level, administrative support to the Dean of the College of Education. Assisting in a wide range of complex and confidential matters including overseeing the Dean's schedule, screening visitors and phone calls, reading and responding to daily emails, composing or preparing other correspondence, researching and preparing reports and presentations, and maintaining paper and electronic files. Provides similar administrative support to the Director of Development.

Reports directly to the Dean of the College, with independent decision-making responsibilities, under established guidelines, particularly in the absence of the Dean.

 

Essential Functions

  • Provide comprehensive, confidential, executive-level administrative support to the Dean to include digital calendar management, travel arrangements, and complex meeting coordination.
  • Organize and monitor the Dean's daily schedule and long-term calendars; evaluate meeting requests and schedule all appointments for the Dean; coordinate times and venues for meetings; proactively ensure the Dean is properly prepared for all meetings; assemble agendas and background materials as needed; and communicate quickly and effectively with the Dean regarding last minute schedule changes as they occur. Provide other coordination as needed to ensure effective and productive meetings (such as setting up conference calls or Zoom meetings).
  • Receive and screen all visitors or phone calls; determine their priority and notify the Dean accordingly; answer and/or refer inquiries to appropriate parties for action. Screen daily correspondence, make assessment of the importance of materials, handle/forward as appropriate, and retrieve information as needed. Maintain detailed, accurate, and organized electronic and paper files on behalf of the Dean's Office.
  • Work closely with the Dean to organize, prioritize, and manage workflow for Dean's administrative tasks and projects; review all incoming projects, establish deadlines, follow through with calendar reminders, and interact in-person, by phone, and via email with internal and external constituents and staff as necessary to ensure timely and accurate completion of the work. Meet regularly with Dean to provide updates on issues, review the schedule, and to plan for upcoming events.
  • Monitor the Dean's public email by reading, prioritizing, forwarding, and/or responding as needed on behalf of the Dean. Compose and/or prepare correspondence for Dean's signature. Edit and proofread all correspondence intended to be mailed under the Dean's signature.
  • Prepare or maintain Excel spreadsheets, PowerPoint presentations, and other materials as related to the developing needs of the Dean for both internal and external constituents of the College. Work closely with other staff members in the College and community to support the Dean's initiatives.
  • Coordinate regular meetings of the College, College Leadership Team, and College Advocacy Board to include preparing agendas, materials, correspondence, reserving meeting space, food and beverage needs, recording and distribution of meeting minutes and act as liaison between the committees and the Dean.
  • Coordinate special College events including but not limited to all-college meetings, staff luncheons, graduation ceremonies, and the annual scholarship celebration. Work closely with Academic Affairs to coordinate and assist with large College-wide events.
  • Provide administrative support for the Director of Development, including correspondence, travel reimbursements, and event coordination. Request biweekly donor reports from Advance database and create mailings for donor thank you letters.
  • Provide administrative support for the departmental Academic Quality Assessment and Development (AQAD) Reviews to include Dean's Office correspondence with the outside evaluators, scheduling campus visit dates, and coordinating team appointments with Provost and Dean. Serve as back up with departments to ensure the review process begins and is concluded in a timely manner.
  • Plan and prepare all travel arrangements (registration, flight, hotel, ground transportation, etc.) for Dean's business travel. Process post travel expense reports in a timely manner.
  • Represent the Dean and the College in an appropriate manner, exercising a high level of discretion and professionalism, tact, confidentiality, and sound judgment at all times.
  • Provide general assistance as needed to students, faculty, staff, parents, alumni, trustees, donors, and the public at large.
  • Perform independently, within the College policies and procedures, to refer unusual and critical issues to the appropriate dean.
  • Serve in back-up role for other College staff as needed. Assist with special projects and perform other duties as assigned by the Dean showing adaptability and flexibility to accomplish goals. Operate motor vehicle to travel to work sites.

 

Other Functions

  • Performs other duties as assigned.

 

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

  • An Associate’s degree or higher with five years of full-time experience or equivalent part-time experience, involving office administrative experience and/or executive level administrative support experience. One (1) year of relevant experience may be substituted for every one (1) year of required academia.
  • Excellent ability to work both independently and to be a part of an effective team with a highly cooperative and collaborative work style.
  • Demonstrated proficiency in English. Strong verbal and written communication skills (including proper grammar, structure, punctuation, spelling, and word usage) with the ability to write clear and effective reports, letters, emails, or web-based information for internal and external audiences.
  • Experience writing and editing correspondence, publications, and/or reports.
  • Expert computer usage 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. Strong keyboarding ability (type rapidly and accurately).
  • Exceptional organizational skills and the ability to prioritize and balance tasks in a demanding, interruption-filled, ever-changing and often deadline-oriented environment.
  • Experience organizing multiple, concurrent projects successfully.
  • Exceptional level of accuracy and attention to detail.
  • Ability to exercise sound and independent judgment, particularly related to confidential materials and the prioritization of the Dean's communications and calendar.
  • Excellent interpersonal skills allowing smooth and effective interactions with and between different constituents from a diverse population.
  • Positive attitude, resiliency, tact, and discretion.
  • Ability to understand and follow complex oral and written instructions.
  • Ability to excel in a self-directed atmosphere; self-motivated, responsive, with the ability to take initiative and determine priorities in performance of duties. Must have the ability to stay on task and work productively with a minimum of supervision.
  • Knowledge of appropriate office etiquette required.
  • Significant experience maintaining a busy calendar, arranging all aspects of travel, and organizing meetings and events (small and large).
  • Ability to occasionally work some evenings and/or weekend events.
  • Ability to work extra hours with little or no advance notice.
  • Ability to travel to off-site locations by car or air for events and meetings on occasion.

 

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

  • Prior experience in an administrative higher education environment preferred
  • Bachelor's Degree (or higher) preferred

 

Physical Demands/Working Conditions

Typical office setting.

 

Additional Details

The College of Education includes 3 departments and serves approximately 300 undergraduate students and 500 graduate students. At any one time, the College maintains approximately 240 employee appointments, including tenure system faculty, part-time and full-time lecturers, permanent and temporary staff members, post-doctoral research associates, graduate teaching assistants, and student employees. In FY21, the College expended approximately $12.2 million from a variety of fund types and for a variety of purposes, including general operating, grant-supported research, and revenue generation funds.

The College of Education is committed to an atmosphere of diversity and inclusion between faculty, staff, and students alike. To advance the College’s mission of furthering social justice, this position will require a diversity statement to be included with each candidate’s application materials. The diversity statement is intended to clarify how a candidate will support a culture of equality and fairness at all levels of the organization, and may highlight prior advocacy efforts or intended contributions to the College of Education. Questions about this can be directed to educhr@educ.umass.edu.

 

Work Schedule

M-F 8:30-4:30

 

Salary Information

Non-Unit, Non-Exempt, Level 17

 

Special Instructions to Applicants

Review of candidates will begin one week after posting and will continue until a qualified candidate is identified. Please submit a resume, cover letter, diversity statement and three contacts for professional reference.

 

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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