UMass Med School
Executive Assistant to the Chair
UMass Med School, Worcester, Massachusetts, us, 01609
Executive Assistant to the Chair
Minimum Salary
US-MA-Worcester
Job Location
1 month ago(9/27/2024 9:09 AM)
Requisition Number
2024-46589
# of Openings
1
Posted Date
Day
Shift
Exempt
Exempt/Non-Exempt Status
Non Union Position -W60- Non Unit Professional
Overview
GENERAL SUMMARY: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.Responsibilities
ESSENTIAL FUNCTIONS :
Academic CoordinationCoordinate the faculty recruitment process. Ensure timely scheduling of interviews and the coordination of all logistics
Update format, and assemble biosketches, publications and other proposal submission documentationEnsure that assigned budgets and post grant award accounts are within budget, balanced, and communicate with vendors and subcontractors to ensure prompt delivery, service, repair, etc.Coordinate the grant submission process, ensuring timely complete submissionsParticipate in the planning and organization of the office in terms of staffing to ensure project deliverables. Develop a comprehensive knowledge of administrative activities of the department and the Medical SchoolGeneral ResponsibilitiesFunction as an intermediary in communicating sensitive /confidential information to senior administration or external sources and maintain the integrity of personnel filesDraft, review, type, proofread, edit, copy, file and prepare routine correspondence for Chair and file a variety of materials such as correspondence, manuscripts, grant applications, reports, lectures, purchase orders, and professional papersCreate, organize and maintain Chair's calendar, answer and screen telephone calls, take messages or relay information within scope of authority, open, review and prioritize incoming mail and arrange orders and maintain all departmental and Chair office suppliesProvide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reportsDisseminate agendas, take minutes, and disseminate minutes and other follow up communicationsData SupportGather, organize, and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications.Perform bibliographic retrieval and data management; efficiently and thoroughly researches articles, abstracts, manuscripts, books and scholarly articlesTravel and Event SupportScreen and /or arrange conferences, retreats, seminars, meetings, interviews and appointments by coordinating facility and service availability within and outside the department, including the coordination and implementation of social functions, honoraria engagements and contractsAscertain and arrange travel logistics and coordinate schedules; complete travel advances and authorization forms, submit voucher forms with appropriate receipts and information, and maintain travel recordsClerical SupportGreet visitors; ascertain their needs and provide information
Qualifications
REQUIRED QUALIFICATIONS :Bachelor's Level Degree or equivalent in Business Administration, Management or Accounting or related field, or equivalent3 to 5 years of administrative and budgetary experienceProficient in Microsoft Office products: Word, Excel, PowerPoint, and OutlookPossess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnelAbility to prioritize and problem solve
Additional Information
- 100% onsite with no remote work option
Minimum Salary
US-MA-Worcester
Job Location
1 month ago(9/27/2024 9:09 AM)
Requisition Number
2024-46589
# of Openings
1
Posted Date
Day
Shift
Exempt
Exempt/Non-Exempt Status
Non Union Position -W60- Non Unit Professional
Overview
GENERAL SUMMARY: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.Responsibilities
ESSENTIAL FUNCTIONS :
Academic CoordinationCoordinate the faculty recruitment process. Ensure timely scheduling of interviews and the coordination of all logistics
Update format, and assemble biosketches, publications and other proposal submission documentationEnsure that assigned budgets and post grant award accounts are within budget, balanced, and communicate with vendors and subcontractors to ensure prompt delivery, service, repair, etc.Coordinate the grant submission process, ensuring timely complete submissionsParticipate in the planning and organization of the office in terms of staffing to ensure project deliverables. Develop a comprehensive knowledge of administrative activities of the department and the Medical SchoolGeneral ResponsibilitiesFunction as an intermediary in communicating sensitive /confidential information to senior administration or external sources and maintain the integrity of personnel filesDraft, review, type, proofread, edit, copy, file and prepare routine correspondence for Chair and file a variety of materials such as correspondence, manuscripts, grant applications, reports, lectures, purchase orders, and professional papersCreate, organize and maintain Chair's calendar, answer and screen telephone calls, take messages or relay information within scope of authority, open, review and prioritize incoming mail and arrange orders and maintain all departmental and Chair office suppliesProvide administrative support for special projects. Assist in preparing data, reports, and follow-up on projects and reportsDisseminate agendas, take minutes, and disseminate minutes and other follow up communicationsData SupportGather, organize, and maintain data and a proficiency in graphing, data-entry, spreadsheet, presentation software and other technical applications.Perform bibliographic retrieval and data management; efficiently and thoroughly researches articles, abstracts, manuscripts, books and scholarly articlesTravel and Event SupportScreen and /or arrange conferences, retreats, seminars, meetings, interviews and appointments by coordinating facility and service availability within and outside the department, including the coordination and implementation of social functions, honoraria engagements and contractsAscertain and arrange travel logistics and coordinate schedules; complete travel advances and authorization forms, submit voucher forms with appropriate receipts and information, and maintain travel recordsClerical SupportGreet visitors; ascertain their needs and provide information
Qualifications
REQUIRED QUALIFICATIONS :Bachelor's Level Degree or equivalent in Business Administration, Management or Accounting or related field, or equivalent3 to 5 years of administrative and budgetary experienceProficient in Microsoft Office products: Word, Excel, PowerPoint, and OutlookPossess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnelAbility to prioritize and problem solve
Additional Information
- 100% onsite with no remote work option