General Statement of Duties and Responsibilities:
The Executive Assistant provides administrative support and technical assistance to the Chancellor and Senior Staff who report directly to the Chancellor. 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 on organizing assigned work. It requires knowledge of the policies and procedures of the University as well as the Office of the Chancellor. The Executive Assistant has access to all items that are presented to the office of the Chancellor, including matters pertaining to the financial status of the University, policies and procedures, and issues related to collective bargaining and labor relations.
The incumbent serves as the administrative support staff to the Chancellor and is responsible for managing the Chancellor’s daily schedule, coordinating dates, and making all logistical arrangements for the Chancellor’s diverse activities. Performs all the necessary accounting duties and develops and produces various monthly, quarterly, and annual financial reports; makes recommendations pertaining to business activities and fiscal transactions; and performs various departmental accounting functions including but not limited to processing invoices, entering information into necessary systems, collecting information from multiple sources, verifying expenditures, and participating in audits. Works closely, as required, with other University Senior Administrators, Faculty, and Staff and serves as an internal liaison to various offices on behalf of the Chancellor. Maintains files and confidential communications as required. Exercises good judgement in a variety of situations. The position requires strong written and verbal communication, as well as excellent administrative and organizational skills; the incumbent must have the ability to take initiative and maintain a realistic balance among multiple priorities in a multitasking environment.
Follows the University’s best practices to build and/or support student academic success and retention, and assist in meeting strategic objectives for persistence and timely graduation of all the student population.
The Executive Assistant receives direction and supervision from the Director of Executive Office who reviews performance for effectiveness and conformance with established policies, rules and regulations.
Examples of Duties (Essential Functions):
- Manages the Chancellor’s daily schedule for both on and off campus events and meetings.
- Collects and prepares internal briefings and materials for the Chancellor’s meetings. Coordinates this with the Director of Executive Office and appropriate University support staff as well as Vice Chancellors and others.
- Ensures that logistical preparations are in place for the Chancellor’s meetings.
- Performs accounting entries, performs month-end summary reports and reconciles accounts, and makes transfers between accounts as necessary.
- Collaborates with A&F staff such as the Controller and Budget Director on fiscal and accounting issues.
- Maintains and processes activities for spending accounts, including procard transactions.
- Prepares and processes payments, invoices, and reports. Ensures invoices are paid on time and reviews and monitors reports and accounts for accuracy.
- Run queries and reports in PeopleSoft.
- Makes payments pertaining to the Chancellor’s travel arrangements, maintains files of travel related documents and prepares business expense reports.
- Serves as back-up in event planning and ensures all logistics are in place for the Chancellor’s events.
- Coordinates travel arrangements for the Chancellor and others within the office, following all policies related to travel.
- May take minutes at confidential meetings, including those relative to collective bargaining and litigation concerning the University.
- Maintains confidential files, policy record keeping, trustee actions, and all Chancellors Office correspondence.
- May compose drafts, edit and proofread letters and other correspondence for the Chancellor and other senior staff.
- Serves as back-up to screen and direct incoming telephone calls, places outbound telephone calls. The incumbent participates in all matters that are presented to the Office of the Chancellor.
- Works closely with and provides administrative support to the Chancellor, Executive Office Director and other staff within the Chancellor’s Office on key strategic activities and events.
- Maintains the Property Control log for the Chancellor’s Office.
- Provides back-up to administrative staff within the office of the Chancellor.
- Performs other related duties assigned.
Hours: 9:00 a.m.-5:00 p.m. (may be subject to change)
Department: Chancellor's Office
Weekly Salary: $1,195.48
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 senior executive in a high visibility environment, preferably within higher education, with the following demonstrated skills:
- Ability to manage a complex calendar;
- Ability to understand the principles and practices of accounting data;
- Ability to analyze, draw conclusions, and make appropriate recommendations regarding financial reports, accounts, and ledgers;
- Ability to perform mathematical calculations using formulas to solve accounting problems;
- Ability to utilize appropriate software to manage budgets;
- Demonstrated ability to multi-task, manage competing 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 strong attention to detail;
- Ability to exercise discretion in handling confidential matters;
- Ability to supervise, give direction, and manage projects;
- Advanced computer literacy including knowledge of word processing, spreadsheets and office management tools;
- Proficiency with Excel and (Microsoft office).
- Ability to understand, interpret and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
- Ability to negotiate with diplomacy and tact and to be an effective liaison to various internal and external groups for the Chancellor;
- 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 CEO’s.
- Knowledge of PeopleSoft Financial.
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 Chancellor position.
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
Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.
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 will continue until the position is filled.