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University of Massachusetts Amherst Executive Assistant I in Amherst, Massachusetts

Executive Assistant I

Apply now ( Job no: 516334

Work type: Staff Full Time

Location: UMass Amherst

Department:Graduate Registrar

Union:Non-Unit Non-Exempt

Categories: Administrative/Office Support

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Provide executive administrative assistance to the Dean of the Graduate School. Ensures the smooth operation of the Graduate Dean's Office. Provide backup administrative assistance to the Associate Graduate Dean(s). Responsible for routine decisions concerning conformance with the University and Graduate School regulations and procedures.

Essential Functions

Provide confidential executive level support to the Dean of the Graduate School.

Represent the Dean and Graduate School in an appropriate manner, exercising a high level of discretion and professionalism, tact, confidentially, and sound judgement at all times.

Assist the Graduate Dean in all responsibilities and assignments including all routine clerical support (composing correspondence, scheduling meetings, making appointments. answering and making phone calls, providing routine information), calendar management, making travel arrangements and processing reimbursements.

Act as the direct liaison for the Graduate Dean to Administrators, Department Heads. Graduate Program Directors, Graduate Student Organizations, Graduate Students, and faculty and staff from other' departments within the University. Respond to inquiries regarding Graduate School activities, policies, and procedures and refer to other Graduate School or university offices as appropriate.

In routine situations with faculty, staff, or student crises serve as the first line of response for problems: assess request/problem, gather information, confer and advise, and provide solutions when appropriate. Determine the necessity of the Dean's involvement, refer exceptional issues to Dean or other senior administrator.

Provide general assistance to prospective graduate students, alumni, and the public at large, including officials and visitors to campus.

Organize and monitor the Dean's daily schedules and long-term calendars as needed, including communicating with the Dean about meetings and providing background information about appointments. Consult with the Dean in advance of scheduling non-routine meetings.

Provide calendar management for the Associate Dean(s) and Assistant Dean(s) with respect to Graduate School matters.

Maintain the Dean's public email. Appropriately answer and/or redirect all incoming emails. Organize and coordinate incoming and outgoing communications

Maintain a detailed and organized filing system for academic matters requiring the participation of the Dean’s office.

Screen phone calls for the Dean, using personal judgment to determine when to put calls through or interrupt.

Keep the Dean abreast of important information when the Dean is away from the Graduate School.

Review, analyze, and prepare all Graduate Faculty Status requests for the Dean's approval. Respond to inquiries from faculty & staff regarding procedure and criteria for various levels of Graduate Faculty Status. Process approved requests including Spire data entry and preparing and sending all related outgoing correspondence. Refer all unusual and critical requests to the Dean. Confer and troubleshoot with the Office of the University Registrar as needed regarding problems and provide information and short-term solutions as appropriate.

Act as Graduate School Timekeeper and liaison between Personnel Manager and Human Resources Payroll staff. Provide information to professional and classified staff regarding payroll/timekeeping policies as needed. Process undergraduate student hires using HR Direct.

Serve as liaison for the Dean to all Graduate School staff (professional and classified). Confer with staff to exchange, coordinate and obtain information concerning graduate student concerns, and programs and activities within the Graduate School.

Coordinate Graduate School staff meetings and Graduate School staff events, including catering and space reservation as needed.

Provide staff support to Graduate School Committees and Councils as assigned, including agenda preparation and confidential minute taking.

Coordinate travel and lodging arrangements for Graduate School guest speakers and presenters. Determine speedtype and billing information in consultation with Fiscal Manager.

Coordinate with other Graduate School staff to ensure positive experience for Graduate School visitors to campus.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

+ + Ability to work independently and effectively with a high degree of discretion and poise in a confidential environment.

  • Ability to work cooperatively and collaboratively as part of an effective team.

  • Ability to adapt and work effectively using sound judgment in a wide range of situations with different individuals and populations.

  • Excellent interpersonal and communication skills with the ability to create and maintain harmonious relationships with a diverse population of staff, faculty, students, and upper level administrators, as well as ability to quickly develop rapport with the general public.

  • Knowledge & practice of appropriate office etiquette required.

  • Strong organizational skills and attention to detail.

  • Ability to work effectively and efficiently under pressure and meet deadlines in an environment with frequent interruptions.

  • Proficiency in English. Must be able to write concisely and informatively with proper grammar and appropriate business style. Must be able to develop ideas in a logical sequence to effectively correspond with audiences within and outside of the university.

  • Excellent computer skills including spreadsheet, word processing, and database software with the ability to quickly learn new software as duties require.

  • Affinity for problem solving.

  • Ability to understand and follow complex oral and written instructions to create effective and efficient work processes.

  • Ability to exercise sound judgement and maintain confidentiality in sensitive situations.

  • Minimum of 1 year work experience in an executive assistant role.

    Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

    • Bachelor’s degree in a relevant field such as Public Administration preferred.
  • Knowledge of University policies and procedures and campus forms preferred.

  • Knowledge of Graduate School policies and procedures preferred.

  • Ability to supervise, including planning and assigning work according to the nature of the task preferred.

    Physical Demands/Working Conditions

Typical Office Environment

Occasional early morning and weekend hours.

Work Schedule

M-F, 8:30 am - 5:00 pm (37.5 hours per week)

Salary Information

Grade 17

Special Instructions to Applicants

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Oct 13 2022 Eastern Daylight Time

Applications close: