Job no: 514023
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 Chief Diversity Officer/Title IX Coordinator and the professional staff members within the Office of Diversity, Equity & Inclusion (ODEI). 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 in organizing assigned work. It requires knowledge of the policies and procedures of the University as well as the ODEI.
The Executive Assistant is responsible for managing the respective calendars and scheduling meetings for the Chief Diversity Officer/Title IX Coordinator and the ODEI professional staff with an exceptionally high degree of accuracy amid constantly evolving needs and obligations. Responsible for the administrative support of the University’s Title IX program, including but not limited to, the maintenance of the Title IX case database, coordination of administrative hearings, and the scheduling of training sessions. Tracks the budget for the ODEI, and performs various departmental accounting functions including, but not limited to, processing invoices, ordering supplies, entering information into necessary systems, collecting information from multiple sources, making travel arrangements, and verifying expenditures. Serves as a point of contact to various University offices as well as the external campus community on behalf of the ODEI and maintains files and confidential communications as required.
The position requires strong written and verbal communication, as well as excellent administrative and organizational skills, mastery of all Microsoft Office software including Word, Excel and PowerPoint, and a high level of fluency with technology, including the use of the UMass purchasing and budgetary systems as well as student and employee information systems. Familiarity with Outlook calendar and Maxient is highly desired. The incumbent must have the ability to take initiative and maintain a realistic balance among multiple conflicting priorities in a multitasking environment.
Chief Diversity Officer/Title IX Coordinator, and functional supervision from the ODEI professional staff.
May supervise student interns from time to time.
Examples of Duties (Essential Functions):Manages calendars and schedules meetings for the Chief Diversity Officer/Title IX Coordinator and ODEI professional team members.As directed, screens and directs incoming telephone calls and emails, places outbound telephone calls and sends office related emails to both internal and external parties.Maintains confidential files and all ODEI correspondence.Prepares and processes payments, invoices, and reports. Ensures invoices are paid on time and reviews and monitors reports and accounts for accuracy.Works closely with and provides administrative support to the Chief Diversity Officer/Title IX Coordinator and the ODEI professional staff for key strategic activities and events (e.g., Rev. Dr. Martin Luther King Jr. Annual Breakfast). Participation in occasional evening and weekend events is required.Takes minutes at confidential meetings, including the University’s Diversity Council.Composes documents, edits, and proofreads letters and other correspondence for the ODEI professional team.Opens sexual misconduct cases, redacts reports, uploads case documents, and closes cases within database.Coordinates the scheduling of sexual misconduct hearings, including scheduling panelists, compiling hearing packet documents, and sending hearing notifications to panelists, parties, and witnesses.Manages logistics of sexual misconduct hearings including scheduling, room set-up, digital recordings, notetaking, coordination of witnesses, preparation of hearing materials, and distributing correspondence,Schedules training for hearing panelists and advisors;Coordinates travel arrangements for the Chief Diversity Officer/Title IX Coordinator and ODEI professional team members following all policies related to travel.Monitors ODEI website and requests updates as needed.Performs other related duties assigned.
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 department in a high visibility environment, preferably within higher education, with the following demonstrated skills.
Other: Occasional evening and weekend events are required.
- Ability to manage multiple calendars with a very high degree of accuracy;
- Ability to negotiate with diplomacy and tact and to be an effective liaison to various internal and external groups for the ODEI;
- A high degree of proficiency with Outlook calendar, Microsoft Word, Excel and PowerPoint;
- Ability to utilize appropriate software to manage budgets;
- Demonstrated ability to multi-task, manage multiple, conflicting 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 exceptional attention to detail;
- Ability to exercise discretion in handling confidential matters;
- Ability to supervise, give direction, and manage projects;
- Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.;
- 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 senior leadership.
Work generally performed in an office
Frequent work performed with other people
Frequent interactions with staff and manager
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 ODEI.
Physical Activity Frequency
Climbing Stairs Occasional
Near Vision Constant
Far Vision Constant
Lifting/Carrying (20 lbs.) 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
- Personal Computer
NOTE: This position has the possibility for remote work.
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
Effective September 27, 2021, UMass Dartmouth requires that all members of the campus community are fully vaccinated against Covid-19 and provide proof of vaccination. Additionally, all members of the campus community must obtain a Covid-19 booster shot and provide proof when requested. Individuals who are not yet eligible to receive a booster shot must obtain one within 30 days from the date they become eligible.
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 continue until the position is filled.
Advertised: 03 May 2022 Eastern Daylight Time