Executive Assistant - Human Resources

Executive Assistant Human Resources

The Executive Assistant provides administrative support and assistance to the Vice Chancellor and Associate Vice Chancellor for Human Resources. Exceptionally high degrees of confidentiality, discretion and customer service are required for this position; as such, the incumbent is a confidential employee as defined in M.G.L. Chapter 150E.  The incumbent will assist in collective bargaining/labor matters.

This position requires a high level of decision-making and the ability to make independent judgments on organizing assigned work.  This position requires knowledge of the policies and procedures of the University as well as Human Resources. The Executive Assistant has access to most items that are presented to the Office of Human Resources, including sensitive personnel issues and matters pertaining to the financial status of the University, policies and procedures, and issues related to collective bargaining and labor relations.  Assists Vice Chancellor by gathering data and responding to information requests related to grievances, MCAD claims and other labor issues. Participates in confidential and sensitive labor relations matters and investigations.

The Executive Assistant serves as the administrative support staff to the Vice Chancellor and the Associate Vice Chancellor, and is responsible for maintaining the Vice Chancellor’s calendar with an exceptionally high degree of accuracy amid constantly evolving needs and obligations. This includes scheduling a wide range of individual and group meetings, coordinating dates, and making logistical arrangements. The Executive Assistant tracks the budget for Human Resources, performs all the necessary accounting duties, and develops and produces various financial reports; makes recommendations pertaining to business activities and fiscal transactions; and performs various departmental accounting functions including but not limited to processing invoices, ordering supplies, entering information into necessary systems, collecting information from multiple sources, verifying expenditures, and participating in audits.  Works closely with members of Human Resources, and other university senior leadership, serves as an internal liaison to various offices on behalf of the Vice Chancellor and maintain files and confidential communications as required. 

The position requires a positive presence including flexibility, adaptability and someone who contributes positively to team dynamics.  Strong written and verbal communication, as well as excellent administrative and organizational skills, mastery of all Microsoft Office software including Word, Excel and PowerPoint, and a high level of fluency with technology, including the use of the purchasing and budgetary systems.  Familiarity with Outlook calendar is highly desired. The incumbent must have the ability to take initiative and maintain a realistic balance among multiple priorities in a multitasking environment.

• Provides administrative support to the Vice Chancellor and the Associate Vice Chancellor including assistance with scheduling meetings, coordinating calendars, room logistics and other duties as assigned.
• Organizes meeting materials and ensures that logistical preparations are in place for meetings.
• Coordinates elements of the Vice Chancellor's correspondence. Engages in review of matters with a high degree of confidentiality.
• Monitors Salesforce cases, responds to inquiries in a timely manner or reassigns to team members as needed. Reviews Salesforce Dashboard on a regular basis and alerts HR Leadership Team of outstanding issues needing attention.
• Manages HR budget including monitoring spending accounts, purchase orders and reconciling pro-card transactions.
• Performs accounting entries, month-end summary reports and reconciles accounts, and makes transfers between accounts as necessary, collaborates with Budget & Finance staff on issues as needed.
• Prepares and processes payments, invoices, and reports. Ensures invoices are paid on time and reviews and monitors reports and accounts for accuracy.
• Run queries and reports in UMPlan and PeopleSoft Finance to assist in monitoring expenditures.
• Assists with planning and implementing HR sponsored events such as Professional Development opportunities, Wellness Initiatives, Employee Engagement and Recognition Celebrations.  Makes recommendations for continuous improvement and new event opportunities. 
• Manages the Department’s computer inventory and Property Control.
• Coordinates travel arrangements for the Vice Chancellor and Associate Vice Chancellor, makes payments pertaining to the travel arrangements, maintains files of related documents, and prepares business expense reports in accordance with all polices.
• May take minutes at confidential me