Executive Assistant to the Dean

Title: Executive Assistant to the Dean Executive Area: Academic Affairs College/School/MBU: Other Academic Units Department: Commonwealth Honors College Work Location: Amherst Schedule: Full Time Work Arrangement: Hybrid Job Summary Provides executive‑level administrative support to the Dean and CHC Leadership Team by managing calendars, finances, communications, documents, and meetings; coordinating college events and functions; serving as liaison to honors societies; and supporting special projects and initiatives. Essential Functions Manages the Dean’s calendar and schedule and long‑term calendars; coordinates complex meetings including venues and catering; screens and makes phone calls and emails and delegates messages; provides coordination to ensure effective and productive meetings; communicates quickly and effectively with the Dean regarding schedule changes; and ensures the Dean is properly prepared for all meetings, assembling agenda and background materials as needed. Confers with the Dean to evaluate requests to determine the appropriateness and necessity of involvement by the Dean, and/or redirects to appropriate area and assists in the preparation of confidential reports. Gathers and synthesizes information, performs online research, compiles reports and analysis of data if needed by the Dean. Works closely with other staff members in the college and campus community to support the Dean’s initiatives and communication efforts. Prepares concise expense and travel reports for the Dean. Serves as approver for time reported for the Dean’s direct reports. Serves as a liaison for the Dean in honors societies such as Phi Kappa Phi (PKP) as well as state, regional, and national organizations. Schedules and keeps notes for bi‑monthly CHC Unit Director meetings and for monthly All Staff/Faculty meetings. Assists in planning and organizing special events as needed such as the Massachusetts Undergraduate Research Conference (MassURC) and Celebration of Excellence; evening and weekend work may be required including special meetings and retreats. Understands and applies departmental and applicable University policy and procedures to assigned activities. Serves in a back‑up role for other College staff as needed, assists with special projects, and performs other duties as assigned by the Dean, showing adaptability and flexibility to accomplish goals. Other Functions Performs other duties as assigned. Minimum Qualifications High School diploma (or equivalent). Four (4) or more years of administrative office or related experience; an Associate’s or higher degree may be substituted for two (2) years of the required experience. Expertise with Microsoft Office including Excel, PowerPoint, Outlook, and Word, and the ability to learn and adapt to new software. Superior written and oral communication skills; should be able to write clearly and effectively with proper language structure and grammar. Experience handling confidential information. Exceptional organizational skills and the ability to prioritize and balance tasks in a demanding, ever‑changing and often deadline‑oriented environment. Strong keyboarding ability and computer skills including spreadsheet, word processing, database, and presentation software with the ability to quickly learn and adapt to new software programs as needed. Excellent interpersonal skills allowing for smooth and effective interactions with and between different constituents from diverse populations. Ability to establish rapport and maintain harmonious working relationships with people from varied backgrounds and to work both independently and as part of an effective team with a highly cooperative and collaborative working style. Professional telephone and interpersonal communication etiquette and demonstrate a positive attitude, resiliency, tact, and discretion in handling confidential information. Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence and understand and follow complex oral and written instructions. Ability to take initiative in exercising independent judgment concerning any aspect of the job and implement effective time‑management skills. Interest and ability to learn and use new software and hardware in a rapidly changing environment. Ability to prioritize and work on multiple tasks simultaneously to meet strict processing deadlines. Ability to travel to off‑site locations by car or air for events and meetings on occasion. Preferred Qualifications Prior experience in an administrative higher education environment. Working Conditions Work is performed in a standard office or indoor university environment and involves minimal physical exertion. Work Schedule and Work Arrangement Monday‑Friday; 8:30 am – 5:00 pm. This position has the opportunity for a hybrid work schedule, defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position is non‑unit, it is subject to the terms and conditions of the University of Massachusetts Board of Trustees Non‑Unit (Professional/or Classified) Employee Personnel Policy. Salary Information Pay Grade: Non‑Unit Classified Grade 17 #J-18808-Ljbffr