University of Massachusetts Boston
Executive Asst to the Dean
University of Massachusetts Boston, Boston, Massachusetts, us, 02298
Overview
Executive Assistant (EA) to the Dean, College of Science and Mathematics (CSM), University of Massachusetts Boston – Boston, MA. Under the direction of the Dean, the EA will provide advanced administrative support by performing complex, varied, and confidential administrative functions that support the College's strategic priorities. The EA will be a strong, positive, collaborative presence in the Dean's Office. The EA must have exemplary time management skills and the ability to identify and anticipate the Dean's needs. The role interacts professionally across a broad range of individuals, including the Senior Leadership Team, the Science Advisory Board, departmental Faculty, staff, and others. The EA will exercise professionalism and discretion handling highly sensitive institutional information, including matters of the Academic Master Calendar, Personnel Action Calendar, and collective bargaining and grievance procedures. The EA manages the Dean's calendar (internal and external meetings, speaking engagements, travel) and supports planning and implementation of Dean's Office events, projects, and initiatives. The incumbent serves as the primary Dean's Office contact for the University President's Office, Chancellor's Office, Academic Affairs, Administration and Finance, other university departments, and internal and external stakeholders. Responsibilities
Provide advanced executive administrative support to the Dean of the College of Science and Mathematics (CSM). Manage the Dean's calendar, scheduling virtual and in-person meetings, preparing agendas and background materials, tracking follow-up, taking meeting notes and minutes, and handling meeting logistics (conference rooms, audio-visual equipment). Research, collect, and prepare information for discussions and meetings; arrange presentation materials; inform the Dean of pertinent information. Serve as primary contact for the University President's Office, Chancellor's Office, Academic Affairs and Administration and Finance, Science Advisory Board, other university departments, and external organizations. Serve as the Dean's Office liaison to staff regarding correspondence, office procedures, and projects; compose and distribute correspondences, notices, forms, calendars, manuals, presentations, brochures, and other materials; take minutes as appropriate. Prepare and respond to confidential correspondence and documents, research and summarize information, and manage confidential communications between the Dean and senior leaders. Manage travel plans and expense reimbursements for the Dean, including logistics and policy-compliant reconciliation. Attend internal and external meetings and events with the Dean or as a representative; provide follow-up details and coordinate next steps. Manage all aspects of event planning for the Dean's Office, including vendor coordination and contract execution. Coordinate and manage confidential filing for the Dean's Office; assist with final folio preparation for submission to the Provost's Office; maintain organizational charts and distribution lists. Collaborate on CSM projects, reports, and assignments; support cross-unit workflow for efficient operations. Complete projects and special assignments; establish objectives, prioritize, manage time, monitor progress, and troubleshoot as needed. Assist the Dean in collective bargaining and grievances; represent the college in subsequent proceedings as needed. Perform other duties as assigned by the Dean. Qualifications
Bachelor's Degree and three-five years of Executive Administrative Assistant experience, including high-level administrative support and confidential work; higher education experience and event planning experience preferred. Knowledge of office management principles, standard filing systems, and procedures. Knowledge of software applications, including office software and database management. Demonstrated integrity and discretion in handling confidential, time-sensitive materials. Ability to manage complex administrative tasks independently; prioritize work and make independent decisions; multi-task to meet deadlines. Strong written and oral communication skills; concise writing and clear idea development. Strong analytical, organizational, interpersonal, and problem-solving skills with attention to detail. Ability to work tactfully with diverse colleagues, across academic and administrative staff, and navigate a multicultural environment. Ability to work with minimal supervision, take initiative, and understand applicable laws, policies, procedures, and guidelines. Strong commitment to customer service. Application Instructions
Please apply online with your resume, cover letter, and list of three references. Review of candidates will begin following the application closing date. Salary Range: Commensurate with experience. This is a non-union exempt position. All official salary offers must be approved by Human Resources. Job no:
528508 Position Type:
Staff Full Time Campus:
UMass Boston Department:
CSM - Dean's Office Pay Grade:
No Pay Grade Date opened:
23 Sep 2025 Eastern Daylight Time Applications close:
07 Oct 2025 Eastern Daylight Time 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. If reasonable accommodation is needed, please contact the appropriate office.
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Executive Assistant (EA) to the Dean, College of Science and Mathematics (CSM), University of Massachusetts Boston – Boston, MA. Under the direction of the Dean, the EA will provide advanced administrative support by performing complex, varied, and confidential administrative functions that support the College's strategic priorities. The EA will be a strong, positive, collaborative presence in the Dean's Office. The EA must have exemplary time management skills and the ability to identify and anticipate the Dean's needs. The role interacts professionally across a broad range of individuals, including the Senior Leadership Team, the Science Advisory Board, departmental Faculty, staff, and others. The EA will exercise professionalism and discretion handling highly sensitive institutional information, including matters of the Academic Master Calendar, Personnel Action Calendar, and collective bargaining and grievance procedures. The EA manages the Dean's calendar (internal and external meetings, speaking engagements, travel) and supports planning and implementation of Dean's Office events, projects, and initiatives. The incumbent serves as the primary Dean's Office contact for the University President's Office, Chancellor's Office, Academic Affairs, Administration and Finance, other university departments, and internal and external stakeholders. Responsibilities
Provide advanced executive administrative support to the Dean of the College of Science and Mathematics (CSM). Manage the Dean's calendar, scheduling virtual and in-person meetings, preparing agendas and background materials, tracking follow-up, taking meeting notes and minutes, and handling meeting logistics (conference rooms, audio-visual equipment). Research, collect, and prepare information for discussions and meetings; arrange presentation materials; inform the Dean of pertinent information. Serve as primary contact for the University President's Office, Chancellor's Office, Academic Affairs and Administration and Finance, Science Advisory Board, other university departments, and external organizations. Serve as the Dean's Office liaison to staff regarding correspondence, office procedures, and projects; compose and distribute correspondences, notices, forms, calendars, manuals, presentations, brochures, and other materials; take minutes as appropriate. Prepare and respond to confidential correspondence and documents, research and summarize information, and manage confidential communications between the Dean and senior leaders. Manage travel plans and expense reimbursements for the Dean, including logistics and policy-compliant reconciliation. Attend internal and external meetings and events with the Dean or as a representative; provide follow-up details and coordinate next steps. Manage all aspects of event planning for the Dean's Office, including vendor coordination and contract execution. Coordinate and manage confidential filing for the Dean's Office; assist with final folio preparation for submission to the Provost's Office; maintain organizational charts and distribution lists. Collaborate on CSM projects, reports, and assignments; support cross-unit workflow for efficient operations. Complete projects and special assignments; establish objectives, prioritize, manage time, monitor progress, and troubleshoot as needed. Assist the Dean in collective bargaining and grievances; represent the college in subsequent proceedings as needed. Perform other duties as assigned by the Dean. Qualifications
Bachelor's Degree and three-five years of Executive Administrative Assistant experience, including high-level administrative support and confidential work; higher education experience and event planning experience preferred. Knowledge of office management principles, standard filing systems, and procedures. Knowledge of software applications, including office software and database management. Demonstrated integrity and discretion in handling confidential, time-sensitive materials. Ability to manage complex administrative tasks independently; prioritize work and make independent decisions; multi-task to meet deadlines. Strong written and oral communication skills; concise writing and clear idea development. Strong analytical, organizational, interpersonal, and problem-solving skills with attention to detail. Ability to work tactfully with diverse colleagues, across academic and administrative staff, and navigate a multicultural environment. Ability to work with minimal supervision, take initiative, and understand applicable laws, policies, procedures, and guidelines. Strong commitment to customer service. Application Instructions
Please apply online with your resume, cover letter, and list of three references. Review of candidates will begin following the application closing date. Salary Range: Commensurate with experience. This is a non-union exempt position. All official salary offers must be approved by Human Resources. Job no:
528508 Position Type:
Staff Full Time Campus:
UMass Boston Department:
CSM - Dean's Office Pay Grade:
No Pay Grade Date opened:
23 Sep 2025 Eastern Daylight Time Applications close:
07 Oct 2025 Eastern Daylight Time 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. If reasonable accommodation is needed, please contact the appropriate office.
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