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, long-term schedules, and complex meetings including venue and catering coordination. Screens and handles phone calls and emails, delegates messages, and ensures timely communication regarding schedule changes. Prepares agendas and background materials for meetings, assembling necessary documents. Confers with the Dean to evaluate requests for the Dean’s involvement, redirects to appropriate areas, and assists in preparing confidential reports. Researches online information, compiles reports and data analysis for the Dean. Collaborates with staff to support the Dean’s initiatives and communication efforts. Prepares Concur expense and travel reports for the Dean. Approves time reports for the Dean’s direct reports. Acts as liaison for the Dean with honors societies such as Phi Kappa Phi (PKP) and regional/national organizations. Schedules and takes notes for bi-monthly CHC Unit Director meetings and monthly All Staff/Faculty meetings. Assists in planning and organizing special events such as the Massachusetts Undergraduate Research Conference (MassURC) and Celebration of Excellence, including evening and weekend work for special meetings and retreats. Applies departmental and university policies to assigned activities. Serves as a backup for other College staff as needed, assists with special projects, and performs additional duties as assigned by the Dean. 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 substitute for two (2) years of the required experience. Expertise with Microsoft Office (Excel, PowerPoint, Outlook, Word) and ability to learn new software. Superior written and oral communication skills; ability to write clearly and effectively. Experience handling confidential information. Exceptional organizational skills with ability to prioritize and balance tasks in a demanding, deadline‑oriented environment. Strong keyboarding ability and computer skills including spreadsheet, word processing, database, and presentation software. Excellent interpersonal skills for effective interactions with diverse constituents. Ability to establish rapport and maintain harmonious working relationships with people from varied backgrounds; capable of working independently and as part of an effective team. Professional telephone and interpersonal communication etiquette, positive attitude, resiliency, tact, and discretion in handling confidential information. Ability to write concisely and express ideas clearly in logical sequence. Ability to exercise independent judgment 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 Click here to view the Classified Step Scale Special Instructions for Applicants Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references. This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early. #J-18808-Ljbffr