Executive Assistant to Vice Chancellor

General Summary

The Executive Assistant will provide high-level administrative support to the Vice Chancellor for Student Affairs as well as the Assistant Vice Chancellor for Student Affairs/Chief of Staff in the Office of the Vice Chancellor for Student Affairs (OVCSA) to further grow a transformative collegiate environment centered on developing a safe, well, welcoming, and involved community. 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-to-day operations and communications of the division.

The incumbent will serve as a liaison to the VCSA for all high-level internal and external constituencies; will assist in the collaboration with key functional areas of the university; and will provide coverage to the Assistant Vice Chancellor for Student Affairs/Chief of Staff in their absence.

Serve as the first point of contact for the Division of Student Affairs for the campus community and external community visitors and provide high-level administrative support to the Vice Chancellor for Student Affairs; 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 Assistant Vice Chancellor/Chief of Staff in ensuring that 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 and Assistant Vice Chancellor including scheduling appointments and meetings;
• Collect, prepare and analyze briefing and background materials in preparation for the Vice Chancellor's meetings in coordination with other university staff and follow‑up on any details related to these meetings;
• Develop and prepare meeting agenda(s) and background material for all meetings; prepare and distribute agendas, meeting notices and meeting minutes, as directed;
• Serve as a contact for the University System, including the President's Office 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 Student Affairs;
• Manage operational functions for office, including, but not limited to travel and purchases.
• Provide support for financial transactions for the Student Affairs Technology Services team that reports to the Assistant Vice Chancellor including purchasing, reconcile purchase card, student time entry, and student staff scheduling;
• Assist in the coordination, planning and implementation of divisional and university events;
• Schedule and coordinate meetings, including preparation of agenda and report materials; record, transcribe and distribute meeting minutes;
• 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 Student Affairs; ensure that office coverage and vacation schedules are established and coordinated; monitor timesheet entries for staff reporting to the VCSA, enter time for staff as needed, and approve timesheet entries;
• 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;
• Provide back‑up coverage to the Assistant Vice Chancellor/Chief of Staff in their absence;
• Represent the Division of Student Affairs on committees or at meetings, as determined and approved by the Vice Chancellor for Student Affairs or their designee;
• Perform other duties as assigned.