Executive Assistant to the Chair

University of Massachusetts - Worcester, MA

Full-time

Worcester, MA

Educational Services

About the position

The Executive Assistant to the Chair provides comprehensive administrative support to the department Chair and senior staff, managing a variety of confidential and complex tasks. This role involves coordinating faculty recruitment, grant submissions, and maintaining the Chair's calendar, while also serving as a key communicator of sensitive information within the department and to external sources.

Responsibilities

• Coordinate the faculty recruitment process, ensuring timely scheduling of interviews and logistics.
• Update, format, and assemble biosketches, publications, and other proposal submission documentation.
• Ensure assigned budgets and post-grant award accounts are balanced and communicate with vendors for prompt service.
• Coordinate the grant submission process, ensuring timely and complete submissions.
• Participate in planning and organizing office staffing to meet project deliverables.
• Maintain comprehensive knowledge of administrative activities within the department and Medical School.
• Act as an intermediary for sensitive communications to senior administration and maintain personnel file integrity.
• Draft, review, type, proofread, and prepare correspondence and various materials for the Chair.
• Create, organize, and maintain the Chair's calendar, manage phone calls, and prioritize incoming mail.
• Provide administrative support for special projects and assist in preparing data and reports.
• Disseminate agendas, take minutes, and follow up on communications.
• Gather, organize, and maintain data, demonstrating proficiency in data management and technical applications.
• Screen and arrange conferences, meetings, and travel logistics, including social functions and contracts.
• Greet visitors and ascertain their needs.

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.