Part time EA

The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Student Affairs as well as the Assistant Vice Chancellor for Student Affairs/Chief of Staff in the Office of the Vice Chancellor for Student Affairs (OVCSA) to further grow a transformative collegiate environment centered on developing a safe, well, welcoming, and involved community. The incumbent will perform complex, varied and confidential administrative, financial, and communication functions supporting the Vice Chancellor’s strategic priorities and to ensure the efficiency and effectiveness of day-to-day operations and communications of the division. Serve as the first point of contact for the Division of Student Affairs for the campus community and external community visitors and provide high-level administrative support to the Vice Chancellor for Student Affairs; receive, respond to and/or direct internal and external phone and e-mail inquiries and requests and when necessary, field inquiries to appropriate staff person; Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence;

• confidential communications and activities between the Vice Chancellor and other members of the leadership team for action are handled in a timely and effective manner;
• Collect, prepare and analyze briefing and background materials in preparation for the Vice Chancellor’s meetings in coordination with other university staff and follow-up on any details related to these meetings;
• Develop and prepare meeting agenda(s) and background material for all meetings; Serve as a contact for the University System, including the President’s Office and all UMass Boston departments; serve as primary contact with internal staff, other departments, constituents, and outside agencies/organizations for the Office of the Vice Chancellor for Student Affairs;

Manage operational functions for office, including, but not limited to travel and purchases.

• Provide support for financial transactions for the Student Affairs Technology Services team that reports to the Assistant Vice Chancellor including purchasing, reconcile purchase card, student time entry, and student staff scheduling.
• Assist in the coordination, planning and implementation of divisional and university events;
• Schedule and coordinate meetings, including preparation of agenda and report materials; Hire, schedule, supervise and evaluate student employees and any other part-time or full-time support staff within the Office of the Vice Chancellor for Student Affairs; ensure that office coverage and vacation schedules are established and coordinated; Complete projects and special assignments as assigned; establish objectives, determine priorities, manage time and gain the cooperation of others to ensure the smooth completion of the project; Bachelor’s degree and a minimum of three-five (3-5) years of administrative or public relations/collaboration with internal partners and external constituencies experience is required. Experience may include providing executive assistant or high-level lead administrative support, preferably in an educational setting . An additional four (4) years of administrative assistant experience, which may include experience in providing executive assistant or high-level lead administrative support, can be substituted for the required Bachelor’s degree. Advanced computer literacy, including Microsoft Office Suite, is required. The incumbent may be required to work occasional evening and/or weekend hours as needed.

Knowledge and demonstrated experience in using Microsoft Teams.

• Strong copy-editing ability.
• Demonstrated ability to take initiative and also knowing when to ask for help.

Knowledge of the principles, procedures, and practices of office management;

• Ability to manage complex administrative tasks and functions independently
• Ability to prioritize work and make independent decisions regarding procedures and operations

Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks;

• Ability to exercise discretion in handling highly confidential information and working with confidential and time sensitive materials and issues;
• Ability to work in a fast-paced work environment and shift priorities as required;
• Ability to use financial systems for budgeting, procurement, and expense reporting.

Application Instructions:
Please apply online with your resume, cover letter and list of three references.
This is a non-union exempt position.
UMass Boston is committed to the full inclusion of all qualified individuals. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations for the hiring process.