Administrative Assistant, Academic Affairs, Student Affairs & Equity

Primary Work Location :

One Beacon Street, Boston, MA. Hybrid work schedule.

Job Summary :

The position of Administrative Assistant to the Senior Executive Associate plays a critical role in facilitating administrative and operational functions within the department of Academic Affairs, Student Affairs & Equity.

The primary objective is to deliver exceptional customer service while providing support to departmental staff, enabling them to effectively advance the university's mission.

This role requires a detail-oriented individual with strong organizational skills and the ability to manage multiple priorities effectively.

The Administrative Assistant will be instrumental in supporting departmental operations and fostering a productive environment aligned with the university's strategic goals.

• Assist with Event Coordination
• Office of Technology Commercialization and Ventures (OTCV) Support
• Special Initiative Support
• Travel and procard purchasing
• Award Management
• Calendar scheduling
• Recordkeeping and Compliance

Essential Functions :

Assist in the organization of both in-person and virtual events, meetings, and conferences, from initial planning stages to execution, ensuring seamless coordination of logistics and communications.

This includes tracking membership of committees and councils.

Track OTCV revenue and prepare necessary reports, including campus quarterly and annual reports.

Support Office of the President initiatives such as the Commonwealth Collegiate Academy and UMass Community College Advantage Scholarship.

Handle departmental purchases with ProCard and Concur, adhering to university guidelines. This includes reconciling ProCard transactions and handling travel and expense reports.

Award Management Support, including the OTCV Award, Zuckerberg Endowed Leadership Award, and Searle Scholars Program.

Maintain records and update memberships and subscriptions lists as well as Standard Operating Procedures, contributing to the efficiency and effectiveness of operations.

Maintain accurate records and ensure compliance with Board of Trustees policies, including general recordkeeping responsibilities.

Other Functions :

Other duties as required

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience) :

• Associates degree or equivalent combination of education and experience
• Five years progressively responsible experience in an office
• Demonstrated ability to serve customers and maintain relationships with a wide variety of constituents
• Experience providing administrative support within a complex team environment
• Excellent organization and attention to details
• Sound judgment, sense of discretion and a proactive approach to problem solving
• Excellent computer skills (Microsoft Word, Excel, PowerPoint.
• Able to work independently and perform assigned responsibilities
• Work with minimum supervision and show initiative

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience) :

• Bachelor's degree
• Ability to act independently but also work as a team player
• Ability to handle a number of projects and complete in a timely and professional manner
• Knowledge of DropBox and Smartsheet a plus
• Demonstrate verbal and written skills
• Prioritize work and make decisions regarding procedures and operations
• Follow complex oral and written instructions
• Interact cooperatively with a wide range of people in a variety of roles and positions

Working Conditions :

Typical Office Environment

Additional Details :

Salary commensurate with experience up to $65,000.