University of Massachusetts Boston
Executive Assistant to the Vice Chancellor of Administration & Fi...
University of Massachusetts Boston - Boston, Massachusetts, us, 02298
Work at University of Massachusetts Boston
Overview
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Overview
Job no:
527875 Position Type:
Staff Full Time Campus:
UMass Boston Department:
VC-Administration & Finance Pay Grade:
No Pay Grade Date opened:
30 Jul 2025 Eastern Daylight Time Applications close:
20 Aug 2025 Eastern Daylight Time
General Summary: The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Administration and Finance to foster 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 to ensure the efficiency and effectiveness of day-to-day operations and communications of the division. The incumbent will serve as a liaison for all high-level internal and external constituencies and will assist in 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 visitors; provide high-level administrative support; greet and direct visitors; respond to inquiries via phone and email; receive, sort, and distribute mail.
Compose, analyze, edit, and disseminate memos, letters, reports, and confidential correspondence.
Assist the VCAF in handling inquiries, requests, and confidential communications between the Vice Chancellor and other leadership members in a timely manner.
Maintain confidentiality and discretion with sensitive information and files.
Manage the executive calendar, including scheduling appointments and meetings.
Develop and prepare meeting agendas and background materials; prepare and distribute agendas, notices, and minutes.
Coordinate meetings and manage records, ensuring compliance with retention policies.
Serve as a contact for the University System and external agencies, acting as the primary liaison for the Office of the Vice Chancellor for Administration and Finance.
Manage operational functions such as budget monitoring, travel arrangements, purchases, and invoice payments using systems like BuyWays and Concur.
Assist in coordinating divisional and university events.
Hire, supervise, and evaluate student and support staff; coordinate office coverage and schedules.
Complete projects and special assignments, managing priorities and ensuring timely completion.
Perform other duties as assigned.
Qualifications: Bachelor's degree and 3-5 years of experience in administrative support or public relations/internal collaboration; or an additional 4 years of relevant experience in lieu of a degree. Experience in an educational setting or student life programs preferred. Advanced computer skills, including Microsoft Office Suite, are required. Occasional evening/weekend work may be necessary.
Preferred Qualifications:
Experience with Microsoft Teams
Experience with budget monitoring
Experience in diverse organizational environments
Initiative and knowing when to seek help
Knowledge, Skills, and Abilities:
Office management principles and procedures
Standard office filing systems
Independent management of complex tasks
Prioritization and decision-making skills
Effective written and verbal communication
Discretion with confidential information
Relationship building and teamwork
Organizational and planning skills
Multitasking and time management
Attention to detail and professional integrity
Commitment to student success and service
Application Instructions: Please apply online with your resume, cover letter, and three references. Review begins after the closing date. Salary is commensurate with experience. For accommodations, contact
HRDirect@umb.edu
or 617-287-5150.
Applications close:
20 Aug 2025 Eastern Daylight Time
#J-18808-Ljbffr
527875 Position Type:
Staff Full Time Campus:
UMass Boston Department:
VC-Administration & Finance Pay Grade:
No Pay Grade Date opened:
30 Jul 2025 Eastern Daylight Time Applications close:
20 Aug 2025 Eastern Daylight Time
General Summary: The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Administration and Finance to foster 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 to ensure the efficiency and effectiveness of day-to-day operations and communications of the division. The incumbent will serve as a liaison for all high-level internal and external constituencies and will assist in 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 visitors; provide high-level administrative support; greet and direct visitors; respond to inquiries via phone and email; receive, sort, and distribute mail.
Compose, analyze, edit, and disseminate memos, letters, reports, and confidential correspondence.
Assist the VCAF in handling inquiries, requests, and confidential communications between the Vice Chancellor and other leadership members in a timely manner.
Maintain confidentiality and discretion with sensitive information and files.
Manage the executive calendar, including scheduling appointments and meetings.
Develop and prepare meeting agendas and background materials; prepare and distribute agendas, notices, and minutes.
Coordinate meetings and manage records, ensuring compliance with retention policies.
Serve as a contact for the University System and external agencies, acting as the primary liaison for the Office of the Vice Chancellor for Administration and Finance.
Manage operational functions such as budget monitoring, travel arrangements, purchases, and invoice payments using systems like BuyWays and Concur.
Assist in coordinating divisional and university events.
Hire, supervise, and evaluate student and support staff; coordinate office coverage and schedules.
Complete projects and special assignments, managing priorities and ensuring timely completion.
Perform other duties as assigned.
Qualifications: Bachelor's degree and 3-5 years of experience in administrative support or public relations/internal collaboration; or an additional 4 years of relevant experience in lieu of a degree. Experience in an educational setting or student life programs preferred. Advanced computer skills, including Microsoft Office Suite, are required. Occasional evening/weekend work may be necessary.
Preferred Qualifications:
Experience with Microsoft Teams
Experience with budget monitoring
Experience in diverse organizational environments
Initiative and knowing when to seek help
Knowledge, Skills, and Abilities:
Office management principles and procedures
Standard office filing systems
Independent management of complex tasks
Prioritization and decision-making skills
Effective written and verbal communication
Discretion with confidential information
Relationship building and teamwork
Organizational and planning skills
Multitasking and time management
Attention to detail and professional integrity
Commitment to student success and service
Application Instructions: Please apply online with your resume, cover letter, and three references. Review begins after the closing date. Salary is commensurate with experience. For accommodations, contact
HRDirect@umb.edu
or 617-287-5150.
Applications close:
20 Aug 2025 Eastern Daylight Time
#J-18808-Ljbffr