Executive Assistant I

Full-time

Amherst, MA

Educational Services

About the position

This position operates under direction and reports to the Vice Chancellor with functional supervision from the Chief of Staff. Serves as the executive assistant to the Vice Chancellor for Student Affairs and Campus life. Administers the day-to day clerical operations of the Vice Chancellor's office and provides administrative support to the Vice Chancellor, Associate Vice Chancellor, and Chief of Staff. First point of contact for scheduling/communicating with executive level offices at the Amherst campus. Assists in a wide range of activities and confidential matters; requires judgment skills and operates with considerable independence.

Responsibilities

• Provides administrative support to the Vice Chancellor for Student Affairs; manages schedule which includes maintaining calendar, scheduling all recurring meetings for the Vice Chancellor including the Associate Vice Chancellor, Chief of Staff responding to university events, handling/screening phone calls, processing incoming mail, making travel arrangements, and responding to emails.
• Keeps Vice Chancellor apprised of schedule.
• Performs related support functions necessary to facilitating the Vice Chancellor's day-to day work.
• Serve as point of contact for documents and materials requiring the Vice Chancellor's signature.
• Manages the day-to day schedule and briefings for the Vice Chancellor and other senior executives in the Vice Chancellor's office.
• Provide a wide variety of front-line and administrative support to the Office of the Vice Chancellor, and as the main contact for meetings and events that require the Vice 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 of the Vice Chancellor staff to include travel management, corporate card use/reconciliation, report generation, and similar responsibilities.
• Provide technical support with meeting technologies including Mondopad or similar Smart Boards, as well as Skype, Zoom, WebEx and teleconferencing systems; assist with digital file management with attention to information/ data security.
• Maintain a highly professional and welcoming presence as the first point of contact in the Vice Chancellor's Office.
• Respond to and/or prepare correspondence for inquiries related to Student Affairs and Campus Life.
• Serve as Netcom Representative (TUG) representative for the Vice Chancellor's Office.
• Exercise mature, professional judgement in all interactions (with students, parents, staff, faculty, and/or public) and at all times respect the often confidential and sensitive nature of information and circumstances.
• Works with executive offices: UMass President's Office, Board of Trustees, Five Campus VC Offices, Chancellor, Provost, Vice Chancellors, Five Colleges Inc., etc. regarding communication, meetings, and project coordination.
• Work with the Chief of Staff to assist with updating the SACL website.

Requirements

• High School diploma.
• 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.
• Previous customer service experience.
• Superior customer service skills.
• Superior interpersonal skills and ability to effectively engage persons of diverse backgrounds and identities.
• Highly cultivated active listening skills.
• Strong organization skills and ability to manage multiple tasks simultaneously.
• Fundamental understanding of confidentiality and decorum essential in professional settings.
• Ability to maintain poise in stressful situations.
• Proficient in use of Microsoft office suite software tools.

Nice-to-haves

• Associate's degree (in Business or related field) preferred.
• Previous experience attending and/or working on a college campus. (highly preferred)
• Knowledge and proficiency in using the finance module for PeopleSoft and Summit Reports preferred.
• Knowledge of typical university governance, organization structures, departments, systems, policies, and procedures preferred.

Benefits

• Equal opportunity employment policy.
• Affirmative action program to increase opportunities for recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans.