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Executive Assistant I- Hybrid
Job Number: 2023-44862
Category: Administrative Professional
Location: Worcester, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: UMass Chan Medical School
Department: School - Grad School Biomedical Science - W419000
Job Type: Full-Time
Num. Openings: 1
Post Date: Jan. 18, 2024

GENERAL SUMMARY OF POSITION: 

Provides specialize support to executive by performing complex and varied administrative and financial functions.  Sets priorities, investigates assigned problems, determine method of research, data and information requirements as well as analysis techniques.  Creates and distributes reports, documents and works on assigned special projects.  Work involves handling of confidential and time sensitive information/materials.  Position may provide support to one or more executives plus their direct reports. 

Note:  Executive Assistant 1 provides support to the following level executive: Dean, Sr. Associate Dean, Executive Level 2 or Executive Level 3.

 

MAJOR RESPONSIBILITIES:

  • Develops and manages annual budget and planning documents monitoring the budget throughout the fiscal year reporting variances.
  • Attends with executive or as representative both internal and external meetings and special events providing follow-up with outstanding issues.
  • Develops and prepares monthly management reports.
  • Provides advice on human resources and payroll policies and procedures oversee the processing of transactions and reviews reports.
  • Primary contact with other departments, customers, press and outside agencies/organizations for executive providing information, explaining programs, policies and activities as related to administrative, fiscal, operational and personnel. 
  • Manages executive calendar, appointments, travel plans, records and files.
  • Provides administrative support to executive for special projects, status reports and coordinates activities/events.
  • Researches, collects and prepares information for use in discussions/meeting for executive.  May prepare presentation materials for executive meetings.
  • Composes and distributes correspondences, notices, forms, memoranda, calendars, manuals, presentations, brochures and other related materials.
  • Maintains confidentiality of information regarding business, reports and documents and uses discretion when disseminating the information.
  • May provide work direction to administrative support staff.
  • Perform related duties as assigned.

REQUIRED QUALIFICATIONS:

  • Bachelors degree in Business Administration, Management or Accounting or related field, or equivalent
  • 3 to 5 years of administrative and budgetary experience
  • Proficiency in use of PC, database, spreadsheet and word processing application software
  • Proven written and oral communication skills
  • Demonstrated time management and problem solving skills with ability to organize and prioritize workload
  • Excellent interpersonal skills with the ability to use discretion and good judgment while maintaining confidentiality

#LI-AT1

Posting Disclaimer:
This job posting outlines the primary responsibilities and qualifications for the role but is not intended to be an exhaustive list. Duties and expectations may evolve in response to the needs of the department and the broader institution.

In alignment with our commitment to pay transparency, the base salary range for this position is listed above (exclusive of benefits and retirement). At UMass Chan Medical School, final base salary offers are determined based on a combination of factors, including your skills, education, and relevant experience. We also consider internal equity to ensure fair and consistent compensation across our teams.

Please note that the range provided reflects the full base salary range for this position. Offers are typically made within the midrange to allow for future growth and development within the role.

In addition to base pay, UMass Chan offers a comprehensive Total Rewards package, which includes paid time off, medical, dental, and vision coverage, and participation in a 401(a)-retirement plan, with the option to contribute to a voluntary 403(b) plan.

UMass Chan welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.

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