Administrative Secretary I (Assistant to Senior Associate Deans)

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate, and professional degrees. The University sits on 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

Under the direct supervision of the Senior Associate Dean of Administration and Academic Affairs, the Assistant to the Senior Associate Dean provides executive level administrative support to one or more Senior Associate Deans of the Isenberg School of Management by assisting in a wide range of complex and confidential matters including overseeing the Senior Associate Deans schedules, researching and preparing reports and presentations, screening visitors and telephone calls, composing or preparing correspondence, and maintaining related files.

Essential Functions

• Provides comprehensive executive-level administrative assistance for the Senior Associate Deans (SAD), particularly around reading, prioritizing, and responding to a high volume of correspondence and other inbound communication from both internal and external constituents of the Isenberg School.
• Interacts on a one-to-one basis by phone or email or in-person with internal and external constituents to determine agendas, priorities, and necessary background preparation for the SAD's daily meeting schedules.
• Provides daily and direct scheduling of the SAD's activities, communicating quickly and effectively with the SAD when last minute schedule changes occur. Coordinates times and venue for meetings, may attend meetings as SADs representative.
• Meets daily with the SAD to provide updates on ongoing issues; correspondence received; and to seek guidance related to new correspondence and issues- determining matters needing to be managed directly by the SAD, and those for the attention of this position.
• Works closely with other staff members in the Isenberg Dean's Office and Isenberg community to support the SAD's strategic priorities (e.g., Diversity, Equity, Inclusion & Belonging, internal engagement activities, faculty affairs, human resources paperwork, etc.).
• Designs and maintains Excel spreadsheets, PowerPoint presentations, and other materials as related to and needed by the developing needs of the SAD for both internal and external constituents of the School.
• Maintains detailed, accurate, organized electronic and other files on behalf of the SAD and the Isenberg School.
• Makes travel arrangements for the SAD and process post-travel expense reports.

Other Functions:

• Works collaboratively and effectively to promote teamwork, diversity, equity and inclusiveness.
• Works in partnership with colleagues within the community and across partner universities to support strategic priorities.
• Performs other duties as assigned in support of the mission and goals of the Isenberg School of Management.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High school diploma and three (3) to five (5) years' of related experience. An associate degree or higher may be substituted for two (2) years' of experience.
• Experience with multiple software and applications as well as the ability to learn and adapt to new software with limited training provided. (Microsoft & Google Suite, Photoshop, OneDrive, ZOOM, Moodle, SLACK, Drupal or equivalent website software, LinkedIn, Facebook, Instagram).
• Excellent interpersonal skills with the ability to interact effectively and work productively establishing and maintaining harmonious working relationships with a diverse population of faculty, staff, students, industry partners, and the public.
• Demonstrated ability to exercise sound and independent judgement, particularly related to confidential materials and the prioritization of the AD's communications.
• Demonstrated ability to manage multiple projects simultaneously, as well as set and meet deadlines while maintaining high standards of accuracy and quality; ability to creatively problem-solve and operate with self-direction in a fast-paced office environment. Ability to determine daily priorities.
• Excellent organizational, oral, and written communication skills.
• Ability to take initiative with fulfilling responsibilities, making administrative judgments and assuming responsibility for decisions.
• Experience with projects that involve data gathering, data analysis and summarization.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• Monday - Friday; 8:30am - 5:00pm.
• May requires occasional evenings and weekends.

Salary Information

Grade 15, Non-Unit

Special Instructions to Applicants

Please submit a resume, cover letter and provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.

Advertised: Jan 17 2024 Eastern Standard Time Applications close: Apr 17 2024 Eastern Daylight Time