Executive Assistant to the Vice Chancellor of Administration & Finance

General Summary: 

The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Administration and Finance to further grow a transformative collegiate environment supported by an effective Administration and Finance Division. 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-today operations and communications of the division. The incumbent will serve as a liaison to the VCAF for all high-level internal and external constituencies and will assist in the collaboration with key functional areas of the university.

Examples of Duties: 

• Serve as the first point of contact for the VCAF's Office for the campus community and external community visitors and provide high-level administrative support to the Vice Chancellor for Administration and Finance; greet and direct visitors; 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; receive, sort and distribute mail;
• Compose, analyze, edit, and disseminate memos, letters, reports, as well as confidential correspondence;
• Assist the VCAF in ensuring that inquiries or requests from students and inquiries, requests and/or 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;
• Maintain confidentiality and discretion in handling sensitive information and files;
• Manage the executive calendar for the Vice Chancellor including scheduling appointments and meetings;
• Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed;
• Schedule and coordinate meetings, including preparation of agenda and report materials; prepare and distribute meeting minutes, coordinating with other VCAF direct reports as may be needed;
• Manage written and electronic records for the VCAF area, including those on the university network such as the VCAF drive and ensure that required retention policies are maintained;
• Serve as a contact for the University System, including the President's Office, UM ass Building Authority, UMass
• Foundation 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 Administration and Finance;
• Manage all operational functions for office, including, but not limited to budget preparation and monitoring, travel, purchases and payment of invoices, including use of any necessary systems such as BuyWays and Concur;
• Serve as primary point of contact for the determination of independent contractors, using guidance from the Unified Procurement Services Team ("UPST");
• Assist in the coordination, planning and implementation of divisional and university events;
• 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 Administration and Finance; ensure that office coverage and vacation schedules are established and coordinated. Coordinate student employee coverage with other offices such as the Chancellor's Office and the Provost's Office as needed.
• 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; monitor progress and provide troubleshooting and/or problem solving when necessary;
• Perform other duties as assigned.

Qualifications: 

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 or in student life programs. 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.

Preferred Qualifications:

• Knowledge and demonstrated experience in using Microsoft Teams.
• Experience working with budgets and the monitoring of budgets to actual results
• Expe