Job no: 500165
Work type: Staff Full Time
Categories: Administrative & Office Support

General Statement of Duties and Responsibilities:

The Executive Assistant provides administrative support and technical assistance to the Chancellor and Senior Staff who report directly to the 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, Section 1.

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 Office of the Chancellor. The Executive Assistant has access to all items that are presented to the office of the Chancellor, including matters pertaining to the financial status of the University, policies and procedures, and issues related to collective bargaining and labor relations.

The incumbent serves as the administrative support staff to the Chancellor and is responsible for managing the Chancellor’s daily schedule, coordinating dates, and making all logistical arrangements for the Chancellor’s diverse activities. Performs all the necessary accounting duties and develops and produces various monthly, quarterly, and annual financial reports; makes recommendations pertaining to business activities and fiscal transactions; and performs various departmental accounting functions including but not limited to processing invoices, entering information into necessary systems, collecting information from multiple sources, verifying expenditures, and participating in audits. Works closely, as required, with other University Senior Administrators, Faculty, and Staff and serves as an internal liaison to various offices on behalf of the Chancellor. Maintains files and confidential communications as required. Exercises good judgement in a variety of situations. The position requires strong written and verbal communication, as well as excellent administrative and organizational skills; the incumbent must have the ability to take initiative and maintain a realistic balance among multiple priorities in a multitasking environment.

Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.

Supervision Received:

The Executive Assistant receives direction and supervision from the Director of Executive Office who reviews performance for effectiveness and conformance with established policies, rules and regulations.

Supervision Exercised:

N/A

Examples of Duties (Essential Functions):

Hours: 9:00 a.m.-5:00 p.m. (may be subject to change)

Department: Chancellor's Office

Weekly Salary: $1,195.48

Minimum Qualifications:

Education: Bachelor’s Degree or equivalent combination of education, training, or experience to successfully perform the essential functions of the position.

Experience: Significant (7 to 10 years) experience providing high-level administrative and professional support to a senior executive in a high visibility environment, preferably within higher education, with the following demonstrated skills:

Qualifications:

• Ability to manage a complex calendar;
• Ability to understand the principles and practices of accounting data;
• Ability to analyze, draw conclusions, and make appropriate recommendations regarding financial reports, accounts, and ledgers;
• Ability to perform mathematical calculations using formulas to solve accounting problems;
• Ability to utilize appropriate software to manage budgets;
• Demonstrated ability to multi-task, manage competing priorities and meet deadlines;
• Ability to communicate effectively orally and in writing;
• Experience working in a multi-cultural environment;
• Ability to work independently, take initiative and exercise sound judgment;
• Demonstrated organizational skills with strong attention to detail;
• Ability to exercise discretion in handling confidential matters;
• Ability to supervise, give direction, and manage projects;
• Advanced computer literacy including knowledge of word processing, spreadsheets and office management tools;
• Proficiency with Excel and (Microsoft office).
• Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
• Ability to negotiate with diplomacy and tact and to be an effective liaison to various internal and external groups for the Chancellor;
• Demonstrated problem-solving skills and ability to function effectively under pressure; and
• Ability to interact effectively with a wide variety of constituencies from students to CEO’s.

Preferred Qualifications:

• Knowledge of PeopleSoft Financial.

Work generally performed in an office

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

Frequency Key (hours per day): Never = 0 hours; Rare = up to 1 hour;

Occasional = 1 to 3 hours; Frequent = 3 to 6 hours; Constant = 6 to 7½ h ours.

Tools and Equipment Used:

• Standard office machines and equipment
• Telephone
• Personal Computer

Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.

To apply please submit a letter of interest, current resume and the contact information for three professional references.

The review of applications will begin immediately and will continue until the position is filled.

Advertised: 16 Jul 2019 Eastern Daylight Time
Applications close: