Executive Assistant to the Dean, College of Liberal Arts

Location
Boston, Massachusetts
Posted
Jun 16, 2017
Institution Type
Four-Year Institution

Under the direction of the Dean of the College of Liberal Arts (CLA), the Executive Assistant to the Dean will provide advanced administrative support to the Dean and to the CLA Dean's office by performing complex, varied and confidential administrative functions supporting the College's strategic priorities. The Executive Assistant to the Dean will be a strong, positive collaborative presence for the Dean's Office staff. The incumbent will be responsible for managing the daily operations of the Dean's Office; working closely with the Dean, the Associate Deans, and the Assistant Deans to assist with all aspects of administrative, personnel-related, and financial functions of the College, with the ability to deal with and handle situations that are sensitive and confidential in nature, ensuring the day-to-day processes and communications flow smoothly and efficiently; will manage the Dean's calendar and Associate Dean calendars as appropriate; scheduling appointments and meetings;  will work closely with the operation of all aspects of event planning and implementation; and will maintain the Dean's office files, including those of a confidential nature. The incumbent will serve as Dean's primary contact for the Department Chairs, CLA Faculty and Students, Chancellor's Office, Academic Affairs, Administration and Finance, the University President's Office. 

Duties include, but are not limited to:

  • Provide advanced executive administrative-support to the Dean of the College of Liberal Arts (CLA) and serve as the Dean's Office liaison to other staff members regarding correspondence, scheduling, general office procedures and projects related to the work of CLA; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; compose and distribute correspondences of both a general and confidential nature for the Dean; receive and review all correspondence and other communication directed to the Dean; file and organize Dean's office materials; maintaining the Dean's office files, including those of a confidential nature; assist the Dean in preparing reports;
  • Manage the executive calendar for the Dean, including scheduling both on and off campus appointments and meetings, in collaboration with various university departments, execute appropriate follow through on meetings and appointments, as necessary; provide proactive meeting set-up for the Dean, including locating conference rooms, organizing meeting materials, audio-visual equipment and coordinating meeting materials; compose emails, letters, and announcements for the Dean;
  • Assist the Dean in collective bargaining with all units; assist the Dean in grievances; negotiating resolution and/or representing the college at subsequent grievance proceedings;
  • Provide support for the CLA Faculty Senate, including managing multiple sub committees; process curricular and program documents and transmitting them to the appropriate university office; provide support for monthly Department Chair meetings, and staff meetings for the Dean's Office; including preparing agendas, background materials, and take minutes of meetings, when appropriate;
  • Serve as college liaison for Document Retention following University policies on maintaining and eliminating paper documents and sharing information with department administrators;
  • Manage the travel plans and expenses for the Dean; process travel plans, including assisting in securing air-fare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in accordance with university policies; manage all ProCard transactions for the Dean;
  • Make travel and lodging arrangements for, and provide logistical support to, job candidates for various faculty positions in the College, as well as for external evaluators of departmental reviews. Process appropriate paperwork for travel;
  • Attend with the Dean or as representative of the Dean's office internal and external meetings and special events such as monthly Finance and Administration meetings and Chairs meetings; provide follow-up details with outstanding issues and manage the communication process by taking minutes and tracking necessary next steps; work with other departmental staff to coordinate action on assigned tasks;
  • Maintain, update, and enhance the website of the CLA Dean's office, including updating forms and deadlines;
  • Manage the computer replacement process for the CLA Dean's Office;
  • Provide administrative support to the Associate Deans; maintain the Associate Dean calendars when appropriate;
  • Make logistical arrangements for meetings convened by Associate Deans; meet with student complainants and scheduling student appointments with Associate Deans;  receive and process applications for travel and research fund competitions, and other monetary awards run out of the Dean's office, including merit and periodic faculty reviews; receive and process applications and nominations for student award competitions; maintain files for all functions that are overseen by Associate Deans, such as periodic departmental external reviews'
  • Provide logistical support to the Assistant Dean for Scheduling and Special Projects; provide assistance during special events; provide administrative support to the Assistant Dean for Finance, such as computer inventory, reimbursements, and invoice payments, or other assigned projects; provide administrative support to the Assistant Dean for Personnel in faculty searches, collection and organizing of annual faculty reviews and personnel reviews, as well as other necessary personnel paperwork;
  • Prepare, respond and assist in the decision making of confidential correspondence and or documents in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures; research, compile, summarize and analyze information to formulate correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders, as well as between the Dean and Department Chairs and faculty;
  • Research, compile, summarize and analyze information to formulate and prepare correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders ensuring that items requiring attention and follow-up are dealt with in a timely fashion;
  • Serve as the primary contact and source of information of Dean's office policies and procedures Chairs, students, faculty, staff, and students in the College;
  • Coordinate and manage the confidential filing system for the Dean's Office;
  • Collaborate with the Dean and the Dean's Office staff on CLA projects, reports and assignments; carry out work procedures in cooperation with other units of the division to ensure the efficient and effective flow of work;
  • Complete projects and special assignments as assigned; establish objectives, determine priorities, manage time and gain the cooperation of others to ensure the smooth completion of the project; monitor progress and provide troubleshooting and/or problem solving, when necessary;
  • Perform other duties as assigned.  


Requirements:

Bachelor's Degree and three to five (3-5) years of administrative assistant experience, which includes experience in providing high-level administrative support and support for special projects and confidential work, preferably in a higher education setting, is required. Experience with People Soft is preferred.

  • Knowledge of the principles and practices of office management;
  • Knowledge of software applications, including office software and database management (Word, Excel, Power Point, HTML);
  • Knowledge of the types and applications of standard office filing systems, including electronic filing software, with the ability to manage e-mail and distribution lists;
  • Ability to manage complex administrative tasks and functions independently;
  • Ability to prioritize work and make independent decisions regarding procedures and operations;
  • Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned activities;
  • Ability to write concisely, express thoughts clearly and develop ideas in a logical sequence;
  • Ability to deal tactfully resolving any problems that arise by using independent judgment;
  • Ability to follow guidelines, procedures, and written and oral instructions;
  • Ability to establish and maintain professional working relationships with colleagues and be thoughtful of multicultural environment;
  • Ability to plan and organize work for various functions;
  • Ability to develop and maintain effective office work procedures, and respond flexibly to the demands of a busy office;
  • Ability to work with minimum supervision and show initiative;
  • Ability to research and navigate social media;
  • Ability to exercise discretion in handling highly confidential information and work with confidential and time sensitive material;
  • Ability to exercise sound judgment;
  • Ability to multi-task and prioritize tasks while respecting multiple deadlines;
  • Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks;
  • Strong written and oral communication skills;
  • Strong analytical, organizational, interpersonal and problem solving skills, with strong attention to detail;
  • Strong professional integrity;
  • Strong commitment to customer service.


Additional Information:

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:

https://hr.umb.edu/uploads/documents/Background_Check_Policy_october_2015_FINAL_revised_9_16_15.pdf


Application Instructions:

Please apply online with your resume, cover letter, and list of three professional work references.

  • Professional Non-Union.
  • Full time. Benefited.
  • Unrestricted funding.
  • Hiring salary range: $50,000-$60,000.

Review of candidates will begin following the application closing date.

Closing date for applications: June 26, 2017.

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, or genetic information. In addition to federal law requirements, the University of Massachusetts Boston complies with applicable 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. Among the procedures which may be used to select personnel to fill vacant positions are review of work experience, reference checks, and interviews. All appointments and promotions will be effective on a Sunday.