JOB TITLE: Executive Assistant
DIVISION: University Advancement
DEPARTMENT: University Advancement
BARGAINING UNIT STATUS: Non-Unit Professional
EEO STATUS: 31
FLSA STATUS: Exempt
REPORTS TO: Vice Chancellor of University Advancement
SUPERVISES: May provide direction to student employees and indirect supervision to other professional staff as required.
SUMMARY PURPOSE OF POSITION:
The Executive Assistant provides high-level administrative support to the Vice Chancellor of University Advancement, ensuring the efficient operation of the division. This confidential position requires exceptional discretion and judgment in handling sensitive information, including matters related to collective bargaining and labor relations within the Advancement office. The incumbent plays a crucial role in managing the Vice Chancellor for Advancement's office, coordinating activities, and supporting fundraising and alumni engagement initiatives. This position is designated as confidential under M.G.L. Chapter 150E, Section 1, and may assist with collective bargaining and labor matters involving the Advancement office.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
Administrative Support
• Manages the Vice Chancellor for Advancement's calendar, schedules appointments, and coordinates travel arrangements
• Prepares and edits correspondence, reports, and presentations for the Vice Chancellor for Advancement
• Serves as a primary point of contact for internal and external stakeholders, including donors, alumni, and university leadership
• Maintains confidential files and records for the division
Financial Management
• Oversees budget tracking and financial reporting for the division
• Processes invoices, expense reports, and financial transactions
• Prepares budget analyses and makes recommendations to the Vice Chancellor for Advancement
Advancement Support
• Assists in coordinating donor meetings and cultivation events
• Supports the gift acknowledgment process and donor stewardship activities as needed
• Helps maintain donor and alumni databases
• Assists with the preparation of fundraising reports and materials
Event Management
• Coordinates divisional events, including staff meetings, retreats, and professional development programs
• Assists with planning and execution of major fundraising and alumni engagement events
Confidential Responsibilities
• Assists the Vice Chancellor for Advancement in matters related to collective bargaining and labor relations within the Advancement Office
• Participates in confidential meetings and may take minutes as required
• Handles sensitive information with the utmost discretion and confidentiality
General Office Management
• Oversees office operations, including supply ordering and equipment maintenance
• Manages workflow processes and ensures efficient operations within the division
• Supervises student employees and provides guidance to other staff as needed
Additional Duties
• Supports alumni engagement initiatives and volunteer management
• Assists with grant writing and reporting activities as needed
• Helps coordinate fundraising campaigns and special projects
• Contributes to the development of division-wide policies and procedures
MINIMUM QUALIFICATIONS:
• Bachelor's degree or equivalent combination of education and experience
• 5+ years of experience in office management, preferably in higher education or nonprofit advancement
• Proficiency in Microsoft Office Suite and database management systems
• Excellent organizational, communication, and interpersonal skills
• Ability to maintain confidentiality and exercise discretion in sensitive matters
PREFERRED QUALIFICATIONS:
• Experience with fundraising databases and CRM systems
• Knowledge of advancement practices and donor relations
• Project management experience
• Familiarity with higher education policies and procedures
ENVIRONMENTAL DEMANDS:
• Work primarily performed in an office setting
• May require occasional evening and weekend work for events
MENTAL REQUIREMENTS:
• Ability to multitask and manage competing priorities in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Excellent judgment and decision-making abilities
SALARY: $68,000-$75,000
UMass Dartmouth offers exciting benefits such as:
- 75% Employer-Paid Health Insurance
- Flexible Spending Accounts
- Life Insurance
- 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
- And More!
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 is not available.
To apply please submit a letter of interest, a current resume and the contact information for three professional references.
The review of internal and external applications will be ongoing until the position is filled.