Executive Assistant

POSITION TITLE: Executive Assistant

DEPARTMENT: Student Affairs

WORKGROUP: Non-Unit/Confidential Classified

General Statement of Duties and Responsibilities:

The Executive Assistant provides administrative support and technical assistance to the Vice Chancellor. 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 that occur in the Division of Student Affairs.

This position requires a high level of decision-making and the ability to make independent judgments on organizing assigned work.  It requires knowledge of the policies and procedures of the University as well as the Division of Student Affairs. The Executive Assistant has access to most items that are presented to the Office of the Vice Chancellor, including matters pertaining to the financial status of the University, policies and procedures, and issues related to collective bargaining and labor relations.  Assist 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 senior staff as needed, 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 the Office of the Vice Chancellor, performs all the necessary accounting duties, and develops and produces various monthly, quarterly, and annual financial reports supporting the Office of the Vice Chancellor; 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.  They work closely, as required, with members of the Vice Chancellor’s staff, and other university senior leadership, serve as an internal liaison to various offices on behalf of the Vice Chancellor and maintain files and confidential communications as required. 

The position requires 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.   

Supervision Received:

The Executive Assistant receives direct supervision from the Vice Chancellor

Supervision Exercised:

Student employees

Examples of Duties (Essential Functions):

• Performs general office duties, including answering phones using good customers service, greeting students, parents, families, faculty, staff, alumni, guests and visitors, scheduling appointments, preparing materials, filing, order supplies and processing incoming and outgoing correspondence.
• Maintains the Vice Chancellor’s daily meeting materials and assists in the gathering and preparations of briefing materials; ensures that logistical preparations are in place for meetings. Coordinates elements of the Vice Chancellor's correspondence and daily agenda. Engages in review of matters with a high degree of confidentiality.
• Performs accounting entries, month-end summary reports and reconciles accounts, and makes transfers between accounts as necessary, collaborates with A&F staff on fiscal and accounting issues.
• Maintains and processes activities for spending accounts, purchase orders, including procard transactions.
• 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 PeopleSoft and other appropriate systems.
• Coordinates travel arrangements for the 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 minut