OFFICIAL JOB TITLE: Executive Office Director
DIVISION: Enrollment Management DEPARTMENT: Enrollment Management
BARGAINING UNIT STATUS: Non-Unit
EEO STATUS: 31
JOB CODE: 0430
FLSA STATUS: Exempt
SALARY: $76,000 to $92,000 Commensurate with experience/education.
REPORTS TO: Vice Chancellor of Enrollment Management
SUPERVISES: May provide direction and indirect supervision to other staff as required to implement their duties as directed by the Vice Chancellor.
SUMMARY PURPOSE OF POSITION: The Executive Office Director undertakes a wide range of complex managerial, organizational, administrative, and professional duties to ensure the successful operation of the Vice Chancellor and the offices within the division of Enrollment Management. The incumbent plays a leadership role in developing and implementing policies and procedures for the day-today management of the offices. Participates, as required in executive decision-making, and the Enrollment Management Leadership Team (EMLT), including labor relations/collective bargaining issues, interface with Human Resources, Finance, and Facilities to contribute to overall goals and objectives of Enrollment Management, and fiscal matters of the Division of Enrollment Management. The incumbent has oversight responsibility for information flow, workflow, staff training, and communication, as well as primary responsibility for ensuring the Vice Chancellor of Enrollment Management and their role as the Executive Director, is well briefed and prepared for scheduled meetings, events, and routine executive functions. Exceptionally high degrees of confidentiality and discretion are required in this position. As such, the incumbent is a confidential employee as defined in M.G.L. Chapter 150E, Section 1.
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.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
- Manages the day-to-day operations of the Vice Chancellor's Office, including reporting and account reconciliation for budgets under the control of the Vice Chancellor for Enrollment Management
- Oversees the overall financial data of the division; reviews, audits, and prepares budget analysis and makes budget recommendations
- Acts as an interface for the Vice Chancellor with the students, faculty, and staff, Chancellor’s Office, and President's Office. May serve in the absence of the Vice Chancellor as requested for meetings or events
- Manages and supervises the Vice Chancellor's schedule, meeting preparation, travel, and expenses
- Assists the Division by facilitating management actions in critical areas and ensures effective flow of reviews, approvals, and communications regarding the Division’s priorities, messages, and directives
- Takes on special projects and assignments for the Vice Chancellor that require direction of other staff and input from various members of the senior leadership team
- Oversight of timely, effective, and efficient workflow processes
- Oversees all time and attendance reporting functions including processing release time requests, managing staff vacation schedules, obtaining the Vice Chancellor's approval, and providing supporting documentation
- Assists with documenting personnel matters and other confidential information
- Serves as an interface with the rest of campus for Enrollment Management for all property and ordering including furniture, printing and copying services, and technological devices
- Develops and ensures the preparation of timely and appropriate briefing materials for the Vice Chancellor’s Office
- Coordinates, organizes, and prioritizes communications for the Vice Chancellor, including drafting, editing, and proofreading correspondence. This responsibility involves access to highly sensitive communications and University business and requires the highest levels of confidentiality
- Performs other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organization needs
EDUCATION: Bachelor’s Degree or equivalent combination of education, training, or experience to successfully perform the essential functions of the position
EXPERIENCE: Demonstrated (over five years) of full-time or equivalent part-time, experience in office management, office administration, business administration, or business management
OTHER: Available for evening and weekend hours as needed; off-campus travel as needed
KNOWLEDGE, SKILLS AND ABILITIES:
- Ability to work independently, take initiative, and exercise sound judgment
- Ability to exercise discretion in handling confidential matters
- Demonstrated ability to understand, interpret, and explain complex documents such as policy and procedure manuals, federal and state laws, collective bargaining agreements, etc.
- Demonstrated ability to plan, organize and supervise the work of students and/or interns performing a variety of functions
- Demonstrated ability to establish harmonious relationships with other employees and students
- Excellent written and oral communication skills
- Proficiency using the full Microsoft Office suite (Word, PPT, Excel)
- Ability to learn new software and campus reporting systems
- Substantial knowledge of general office practices, procedures, and technologies
- Demonstrated ability to master and implement documented management policies
- Willingness to suggest changes to senior management and support recommendations
- Excellent interpersonal, organizational, and problem-solving skills
- Work generally performed in an office
- Frequent work performed with other people
- Frequent interactions with staff and managers
- Must be able to communicate in English (speaking, writing, and reading) at a level to effectively perform the essential functions of the position
- Frequent work at a rapid pace and juggle multiple priorities
UMass Dartmouth offers exciting benefits such as:
75% Employer-Paid Health Insurance
Flexible Spending Accounts
Long Term Disability
State Pension Retirement Plan
Optional Retirement Savings Plans
Tuition Credit (Employee, Spouse, & Dependents)
Twelve (12) paid holidays
Paid personal, vacation, and sick time
Benefits for Non-Unit Professional: Non-Unit Professional
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 deadline for internal applicants will be June 5, 2023.