Executive Assistant to Chair

Executive Assistant to the Chair

Minimum Salary: USD $60,000.00 per year – Max: USD $78,000.00 per year.

Location:

Worcester, MA. Requisition Number: . Shift: Exempt. Position Type:
Full‑Time. Openings: 1.

Under the general direction of the department Chair or Administrator, the Executive Assistant to the Chair performs a variety of confidential and complex duties in support of the department Chair and senior staff.

• Academic Coordination
  • Coordinate the faculty recruitment process, scheduling interviews and logistics.
  • Update format and assemble biosketches, publications, and other proposal submission documentation.
  • Ensure assigned budgets and post‑grant award accounts remain within budget; communicate with vendors and subcontractors.
  • Coordinate the grant submission process to ensure timely completion.
  • Participate in office staffing and project planning; develop knowledge of administrative activities.
• General Responsibilities
  • Act as an intermediary for sensitive confidential information.
  • Draft, review, proofread, edit, copy, file, and prepare correspondence and other documents.
  • Manage the Chair’s calendar, screen calls, manage mail, and maintain supplies.
  • Support special projects, prepare data, reports, and follow up.
  • Disseminate agendas, take minutes, and circulate communications.
• Data Support
  • Gather, organize, and maintain data and proficiency in graphing, spreadsheets, and presentation software.
  • Perform bibliographic retrieval and data management.
• Travel and Event Support
  • Arrange conferences, retreats, seminars, meetings, and appointments; coordinate facilities and services.
  • Arrange travel logistics, complete travel advances, authorize forms, and maintain records.
• Clerical Support
  • Greet visitors, determine their needs, and provide information.

• Bachelor’s Degree or equivalent in Business Administration, Management, Accounting, or a related field.
• 3 to 5 years of administrative and budgetary experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Organizational, verbal, written, and interpersonal skills to interact effectively with all levels of personnel.
• Ability to prioritize and problem‑solve.

Under the direction of the Department of Pathology’s Chair, the ideal candidate will be responsible for executive‑level workflow management and coordination of a broad range of administrative, financial, and project‑management duties to support the mission of the Department.

Serve as a resource and subject‑matter expert to faculty and administrative staff. Maintain frequent contact across UMass Chan Medical School and UMass Memorial Health communities.

Additional Responsibilities:

• Assist with annual faculty review process coordination.
• Serve as a departmental resource for databases, websites, reporting, policies, and procedures.
• Assist with fiscal management of research laboratories.
• Enter, submit, and allocate purchases via the procurement system; coordinate invoice payment and maintain financial records.
• Coordinate and facilitate academic meetings, seminars, and classes; manage schedules and communicate via LMS and website.
• Perform any other duties as needed to fulfill the mission of the Department.

Preferred Skills and

Qualifications:

• Knowledge of University systems and general administrative functions including travel, grants, and calendar management in an academic medical research environment.
• Ability to work independently with limited supervision and collaboratively within an administrative team.
• Integrity, dependability, sound judgment, teamwork, and resourcefulness in collaboration with stakeholders.
• Experience with complex online systems (People Soft, Buy Ways, RMS, Pub Med, NIH Reporter, etc.).
• Significant experience in senior‑level office workflow management with excellent organizational skills.
• Experience with project management, time management, and organization to handle multiple complex projects.