Executive Assistant to the Chair
Company: UMass Med School
Location: Worcester
Posted on: September 3, 2024
Job Description:
Executive Assistant to the Chair
Minimum Salary
US-MA-Worcester
Job Location
1 month ago(7/22/2024 2:51 PM)
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 Coordination
Coordinate 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
documentation Ensure 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
submissions Participate 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 School General Responsibilities
Function as an intermediary in
communicating sensitive /confidential information to senior
administration or external sources and maintain the integrity of
personnel files Draft, 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 papers Create,
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 supplies
Provide administrative support for special projects. Assist in
preparing data, reports, and follow-up on projects and reports
Disseminate agendas, take minutes, and disseminate minutes and
other follow up communications Data Support
Gather, 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 articles Travel and Event Support
Screen 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 contracts Ascertain and
arrange travel logistics and coordinate schedules; complete travel
advances and authorization forms, submit voucher forms with
appropriate receipts and information, and maintain travel records
Clerical Support
Greet 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
experience Proficient 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
Keywords: UMass Med School, Worcester , Executive Assistant to the Chair, Other , Worcester, Massachusetts
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