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Executive Assistant I

Employer
University of Massachusetts Amherst
Location
UMass Amherst

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Executive Assistant I

Job no: 503255
Work type: Staff Full Time
Location: UMass Amherst
Department: Library -Admin Services
Union: Non-Unit Non-Exempt
Categories: Administrative/Office Support, Library

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.

About UMass Amherst Libraries

UMass Amherst Libraries make up the largest publicly-supported research library in New England with more than eight million physical and digital items available to users. As a key partner in teaching, learning, and research at UMass Amherst and beyond, the Libraries foster a diverse, inclusive, and user-centered environment in which to engage with ideas and acquire the skills necessary for independent learning and critical thinking. We value collaborations and partnerships; diversity and inclusion; innovation and creativity; openness and transparency; and sustainability and stewardship.

Job Summary

Provides executive level administrative support to the Dean of Libraries by assisting in a wide range of complex and confidential matters including overseeing the Dean’s schedule, researching and preparing reports and presentations, screening visitors and telephone calls, composing or preparing other correspondence, and maintaining paper and electronic files. The Executive Assistant also provides additional support to members of the Libraries’ Administrative Team and assists in various special projects and initiatives on behalf of the group.

Essential Functions

  • Provides comprehensive executive-level administrative assistance to the Dean of Libraries including composing, editing, proofreading, and formatting correspondence, scheduling meetings and appointments, managing calendars, answering and making telephone calls, receiving visitors, coordinating visits of external constituencies, making travel arrangements and developing itineraries, assisting in the preparation of confidential reports, and maintaining soft and hard copy filing systems/databases.
  • Acts as direct liaison for the Dean to all executive area staff, campus administrators, deans, department heads, President’s Office staff, government officials (including foreign governments), and representatives of private corporations and foundations.
  • Evaluates requests to determine the appropriateness and necessity of involvement by the Dean, and/or redirects to appropriate area, also confers with the Dean, senior leaders, and/or department heads to handle complaints and to resolve problems.
  • Gathers and synthesizes information, performs online research, compiles reports and analysis of data.
  • Works with Library Communications to develop and disseminate communications from the Dean’s Office.
  • Prepares expense vouchers, orders office supplies, and travel documents for the Dean and Associate Deans.
  • Serves as approver for time reported for the executive staff and Dean’s direct reports.
  • May be asked to attend and record proceedings from committees, councils and other meetings as requested by the Dean and distribute minutes as required.
  • Gathers and distributes materials for the executive area senior staff meetings.
  • Provides back-up support for the student employment processes, onboarding, Kronos time reporting activities and Peoplesoft time/attendance self-entry process for approximately 125 library employees working collaboratively with staff in Administrative Services unit.
  • Provides support for HR searches as needed, preparing appropriate memos and personnel requisitions, preparing position descriptions, memos and personnel requisitions and assisting search committees with record keeping.
  • Assists in planning and organizing special events as needed, evening and weekend work may be required.

    • Other Functions

  • Serves as representative of the executive area on various University boards and committees, such as UMass Amherst Community Campaign, Length of Service Award Program, and Chancellor’s Citation Award Program.
  • Performs other duties as assigned by the Dean.

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

  • High School diploma (or equivalent) required.
  • Minimum of 5 years of administrative office experience as an executive secretary or administrative assistant.
  • 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.
  • Ability to interact with a variety of administrative and/or academic offices.
  • Superior ability to write clearly and effectively with proper language structure and grammar.
  • Experience writing and editing correspondence, publications, and/or reports.
  • Expertise with Microsoft Office including Excel, PowerPoint, Outlook and Word, as well as the ability to learn and adapt to new software.
  • High degree of independent action and initiative. Ability to make sound and mature 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.

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

  • Associates Degree in a field of study related to business administration preferred.
  • Prior experience in an academic environment preferred.

    • Additional Details

    • This is a non-unit position.

    Work Schedule

    Monday – Friday, daytime hours (37.5 hours per week)

    Salary Information

    Grade 17

    Special Instructions to Applicants

    To apply, please provide a cover letter, resume, and contact information for three 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.

    Advertised: Oct 4 2019 Eastern Daylight Time
    Applications close:

    Organization

    The University of Massachusetts Amherst is one of the preeminent public research universities in America. Nestled in idyllic Amherst, Massachusetts—often called “The top college town in North America”—the campus is consistently ranked among the top public research universities in the nation, and offers a rich cultural environment in a rural setting close to major urban centers. 

    As one of the nation's top public research universities – as measured by national and international rankings, academic citations, and research funding – the campus spends more than $180 million on research each year, demonstrating its contribution to the nation’s position as a technological and economic leader. The university works in conjunction with academic, government, and private partners to translate new knowledge and scientific discoveries into technical innovations and scholarly works that create opportunities for students, faculty and the public. 

    Eight schools and colleges offer more than 85 undergraduate majors, 68 master’s and 48 doctoral degree programs, many counted among the top programs in the nation and world. UMass Amherst is also home to New England's premier honors college.

    The 1,159 full-time faculty members are dedicated teachers and world-renowned researchers and the campus has regularly been listed among the top performers in terms of faculty awards. With over 24,000 students from all 50 states and over 70 countries, the student body is the most academically successful in the history of the campus. Students participate in 240 organizations, 21 NCAA Division I athletic teams, extensive intramurals, living-learning residence halls, community service, and internships. With one of the largest residential life systems in the nation, UMass Amherst houses approximately 12,000 students on campus. The university is enjoying a facilities renaissance, including new buildings in the sciences, the arts, and recreation. UMass Amherst is part of the Five College consortium with Smith, Mount Holyoke, Hampshire and Amherst colleges.

    As an employer, the University of Massachusetts Amherst is a national leader in developing family-friendly policies, benefits and amenities designed to help faculty members develop both productive careers and satisfying personal lives. The university offers one of the nation’s most generous parental leave policies. The university is also part of the Academic Career Network, a regional consortium formed to serve dual-career couples and encourage greater diversity in the academy.

     

    Company info
    Website
    Telephone
    4135454894
    Location
    181 PRESIDENTS DR
    Whitmore Administration Building
     Amherst
    Massachusetts
    01003
    US
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