Job no: 501686
Work type: Staff Full Time
Location: UMass Amherst
Department: Chancellor's Office
Union: Non-Unit Exempt
Categories: 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

The Executive Assistant is a member of a collaborative support staff team and is responsible for managing the day-to-day schedule and briefings for the Chancellor and other senior executives in the Chancellor’s Office. The Executive Assistant also provides a wide variety of front-line and administrative support to the Office of the Chancellor, as appropriate and necessary to ensure that the services and functions of the office are carried out in an efficient and professional manner.

Essential Functions

Strategically manage calendars for the Chancellor, Deputy Chancellor, and Chief of Staff.

Research and prepare detailed briefings for meetings, including those that require collection of extensive background information and complex coordination with internal and external staff.

Coordinate executive travel and prepare detailed itineraries.

Maintain a highly professional and welcoming presence as the first point of contact in the Office of the Chancellor and as the main contact for meetings and events that require the Chancellor or Deputy 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 with duties including but not limited to: serve as the Telephone and Network Communications (NetCom) representative; process facilities work orders; distribute, process, and archive/file incoming mail, memorandums, and correspondence, including confidential materials; maintain inventory of office supplies; and other duties to ensure smooth functioning of the office.

Serve as point of contact for documents and materials needing Chancellor signature, including Development letters, research memos, and other correspondence.

Create and regularly maintain an office procedures manual, campus and inter-campus leadership contact list, staff phone/email list, staff emergency contact list and demonstration protocols.

Attend/complete training sessions required to fulfill job duties.

Perform related duties as assigned or required to meet department, executive area/division, and University goals and objectives.

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

• A Bachelor’s degree plus two years’ relevant work experience. Four additional years’ experience will be considered in lieu of a Bachelor’s degree.
• Experience in an executive/senior management office environment.
• Executive scheduling experience.
• Excellent organizational, communication, and interpersonal skills with the ability to establish and maintain harmonious working relationships with a diverse population including administrators, faculty, staff, students, business executives, government officials, and the general public.
• Proficient in Microsoft Office and the ability to learn new software.
• Ability to use tact and discretion.
• Ability to perform work with independent action and initiative.
• Ability to make sound judgments with minimal supervision.
• Ability to work under pressure, handle multiple and/or difficult assignments, and prioritize tasks appropriately.
• Ability to handle issues of a confidential nature.

Physical Demands/Working Conditions

Typical office environment activity

Work Schedule

Monday through Friday, 8:00 AM – 5:00 PM

Salary Information

Level 26, with a hiring range of $55,000 - $60,000

Special Instructions to Applicants

To apply, please submit a letter of interest, resume and the name and contact information of three professional references. Applicants should apply by the priority deadline of July 19, 2019 in order to ensure consideration; however, the job posting will remain open until the position has been filled.

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.

Advertised: Jul 8 2019 Eastern Daylight Time
Applications close: