Executive Assistant I

2 weeks ago

Amherst, United States UMass Amherst Full time

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 University 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 I also provides additional support to members of the Libraries' Leadership 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 Communication unit 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.
  • Assists in planning and organizing special events as needed, evening and weekend work may be required.

Other Functions

Performs other duties as assigned.

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

  • High School diploma (or equivalent).
  • Four (4) or more years of administrative office or related experience. An Associate's or higher degree may be substituted for two (2) years of the required experience.
  • Expertise with Microsoft Office including Excel, PowerPoint, Outlook and Word, as well as the ability to learn and adapt to new software.
  • Superior written and oral communication. Should be able to write clearly and effectively with proper language structure and grammar.
  • Experience handling confidential information.
  • 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.

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

Prior experience in an academic environment.

Physical Demands/Working Conditions

Typical office environment activity.

Work Schedule

  • Monday - Friday, daytime hours.
  • This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee's work is regularly performed at a location other than the campus workspace for a portion of the week. As this position is non-unit, it is subject to the terms and conditions of the University of Massachusetts Board of Trustees Non-Unit (Professional/or Classified) Employee Personnel Policy.

Salary Information

Grade 17

Special Instructions to Applicants

Along with the application, please submit a cover letter and resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. Early submissions are recommended.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination 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 UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

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