Executive Assistant to the Chair

University of Massachusetts - Worcester, MA

Full-time - Entry Level

Worcester, MA

Educational Services

About the position

The Executive Assistant to the Chair at the University of Massachusetts Medical School provides comprehensive administrative support to the department Chair and senior staff. This role involves managing sensitive information, coordinating faculty recruitment, overseeing grant submissions, and ensuring effective communication within the department. The position requires a high level of organization and the ability to handle complex tasks while maintaining confidentiality.

Responsibilities

• Coordinate the faculty recruitment process, including scheduling interviews and logistics.
• Update and assemble biosketches, publications, and proposal submission documentation.
• Ensure budgets and post-grant award accounts are balanced and communicate with vendors for prompt service.
• Coordinate the grant submission process to ensure timely and complete submissions.
• Assist in planning and organizing departmental staffing to meet project deliverables.
• Communicate sensitive information to senior administration while maintaining confidentiality.
• Draft, review, and prepare correspondence and various materials for the Chair.
• Manage the Chair's calendar, screen calls, and prioritize incoming mail.
• Provide administrative support for special projects, including data preparation and report follow-up.
• Disseminate agendas, take minutes, and follow up on communications.
• Gather, organize, and maintain data using various technical applications.
• Perform bibliographic retrieval and manage data efficiently.
• Arrange travel logistics and maintain travel records for the Chair.
• Greet visitors and provide necessary information.

Requirements

• Bachelor's Level Degree or equivalent in Business Administration, Management, Accounting, or related field.
• 3 to 5 years of administrative and budgetary experience.
• Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook.
• Strong organizational, verbal, written, and interpersonal skills.
• Ability to prioritize tasks and solve problems effectively.