Executive Assistant to the Dean

Job no: 527456 Position Type: Staff Full Time Campus: UMass Boston Department: CM - Dean's Office Pay Grade: No Pay Grade Date opened: 13 Jun 2025 Eastern Daylight Time Applications close: 11 Jul 2025 Eastern Daylight Time Under the direction of the Dean for the College of Management, the Executive Assistant to the Dean will provide advanced administrative support to the Dean by performing complex, varied and confidential administrative and financial functions supporting the College’s strategic priorities. The Executive Assistant to the Dean will be a strong, positive collaborative presence for the Dean’s Office staff. The Executive Assistant to the Dean will be responsible for managing the daily operations of the Dean’s Office; working closely with the Dean, associate and assistant deans to assist with all aspects of the dean’s duties, with the ability to deal with and handle situations that are sensitive and confidential in nature, ensuring the day-to-day processes and communications flow smoothly and efficiently; will manage the Dean’s calendar and other calendars, as appropriate, scheduling appointments and meetings; will work closely with the operation of all aspects of event planning and implementation, as well as special events, as needed; and will participate in committees and manage complex projects and initiatives for the Dean. Provide advanced executive administrative support to the Dean for the College of Management (CM) and serve as the Dean’s Office liaison to other staff members regarding correspondence, scheduling, general office procedures and projects related to the work of the College; interact regularly and diplomatically with a diverse group of internal and external callers and visitors; manage monthly staff meetings for the Dean’s Office; compose and distribute correspondences, notices, forms, calendars, presentations, brochures and other related materials; take minutes of meetings, when appropriate; Assist the Dean in collective bargaining with all units; assist the Dean in grievances, negotiating resolution and/or representing the college at subsequent grievance proceedings • ; Manage the executive calendar for the Dean, and others as appropriate, including scheduling both on and off campus appointments and meetings, in collaboration with various university departments, committees, boards and external contacts; prepare meeting agendas and background material for all meetings; execute appropriate follow through on meetings and appointments, as necessary, including meeting notes and minutes; provide proactive meeting set-up for the Dean, including locating conference rooms, audio-visual equipment and coordinating meeting materials • ; Prepare, respond and assist in the decision making of confidential correspondence and or documents in a timely manner to meet the needs of internal and external customers in accordance with university policies and procedures; research, compile, summarize and analyze information to formulate correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders, ensuring that items requiring attention and follow-up are dealt with in a timely fashion • ; Ensure that the Dean is well-briefed and prepared for meetings, events, and executive functions; ensure that confidential matters are handled with discretion; Vacant College of Management 5.202 • 5 Working closely with the Assistant Dean for Administration and Finance, assist the Dean with financial updates related to budget information, especially with the new Beacon Budget Model • ; Assist in the implementation of special projects initiated by the Dean • ; Research, compile, summarize and analyze information to formulate and prepare correspondence and respond to various inquiries for internal and external clients; manage confidential communications and activities between the Dean and other senior leaders ensuring that items requiring attention and follow-up are dealt with in a timely fashion • ; Serve as primary contact for the Chancellor’s Office, Academic Affairs and Administration and Finance, as well as the University President’s Office and other university departments and external organizations and individuals • ; Manage the travel plans and expenses for the Dean; reconcile travel and expense transactions and reimbursements in accordance with university policies; manage all ProCard transactions for the Dean • ; Attend with the Dean or as a representative of College Dean’s Office internal and external meetings and special events; provide follow-up details with outstanding issues and manage the communication process by taking minutes and tracking necessary next steps; work with other departmental staff to coordinate action on assigned tasks • ; Manage and coordinate all aspects of event planning for the Dean’s Office; communicate with faculty, administrators and other respective attendees regarding their participation in and/or attendance at events, both on and off campus and coordinate schedules; communicate with outside vendors concerning the provision of services for events, including negotiating prices, executing contracts and overseeing activities to ensure that services are fulfilled • ; Research, collect and prepare information for use in discussions and meetings for the Dean; arrange presentation materials for meetings; and keep the Dean informed of pertinent information • ; Coordinate and manage the confidential filing system for the Dean’s Office; manage all personnel reviews through all levels of review for all departments within the College; prepare final folio for submission to the Provost’s Office; manage and maintain organizational charts and departmental distribution lists • ; Collaborate with the Dean and the Dean’s Office staff on College projects, reports and assignments; carry out work procedures in cooperation with other units of the division to ensure the efficient and effective flow of work • ; Perform other duties as assigned • .