Executive Assistant

The University of Massachusetts Global (UMass Global) is a private, nonprofit affiliate of the University of Massachusetts. Accredited by WASC (Western Association of Schools and Colleges), the university offers undergraduate, graduate, credential, and certificate programs designed to be relevant to more than 90 career paths. UMass Global has ranked consistently among the best in the nation by U.S. News and World Report .

At the University of Massachusetts Global, we value the personal health and financial well-being of our employees. With our affordable and flexible benefit packages we aim to provide peace of mind to allow employees to focus on important aspects of their lives. Our benefits include:

Healthcare

Medical, dental, and vision plans - including health and flexible spending accounts - that cover you and your family.

Work-Life Balance

We encourage a healthy work-life balance, that’s why we offer flexible schedules and remote work opportunities. In addition, we provide generous vacation and sick time and 13 paid holidays which includes a winter break.

Financial Protection

For life's unexpected surprises - we provide life and disability insurance, prepaid legal, identity theft, critical illness, accident, and travel assistance. We also have programs to help you manage student debt offered through SAVI. Employees are also eligible for Public Student Loan Forgiveness.

Tuition Remission

We support the educational goals of you and your family by providing tuition discounts at UMass Global and Chapman University.

Wellbeing

24/7 counseling support, through our Employee Assistance Program, and free premium subscription to Calm for you and your dependents! In addition, our Wellness program provides year-round events that bring together our community and promotes employee well-being.

Retirement

Pre-tax and Roth options with a generous match of 6% and additional employer contribution of 3% - totaling 9%!

The Executive Assistant supports the office of Academic Affairs, specifically provides executive level support to the Provost and senior members of the Academic Affairs team. The Executive Assistant manages projects and tasks assigned by the Provost. The Senior Executive Assistant provides high-level executive support to the by conducting research, investigating problems, preparing reports and correspondence, handling information requests, preparing executive presentations, participating, and providing support in selected University committees. The incumbent acts as a central contact between the office of the Provost and others within the University and will prioritize requests and action items, relay urgent information, and take action on the Provosts behalf, when requested.
Remote work from any of the following states – Alabama, Arizona, Georgia, Idaho, Indiana, Minnesota, Nevada, New Hampshire, North Carolina, Pennsylvania, South Carolina, Tennessee, Texas, Virginia, Wisconsin.
Recruiting in California and Massachusetts only if position job responsibilities warrant it.
NOTE: unless otherwise indicated, work hours are based on Pacific Time.
The hiring range for this position is $66,560 - $78,952 annually. Offers are determined by a variety of factors, including but not limited to: geographical location, knowledge, skills, years & depth of experience, and equity with internal team members.

Executive Support and Office Management

• Provide day-to-day support to the EVC and other senior members of the Academic Affairs Division, including maintaining the EVC’s calendar and contacts list, arranging & supporting meetings, and making travel arrangements, etc. Set up and maintain confidential files and data files related to budget, staff, contracts, or other related documents. Initiate, track and maintain membership in professional organizations and maintain all vendor/full-time faculty contracts.

• Review and answer correspondence or inquiries relating to the EVC’s office and activities; serve as point person for Academic Affairs communications; Prioritize requests and action items, relay urgent information, and take action to ensure that the office runs smoothly. Conduct research, manage requests and maintain complete and accurate business operation records for the Division. Manage electronic records and scanned documents.

• Provide high-level executive support to the EVC by reviewing basic contract terms specifically full-time faculty contracts, investigating problems, and handling requests for information, along with follow up, developing and/or preparing reports, including power point presentations, and conducting basic financial analyses. Research, analyze and evaluate a variety of reports and proposals submitted to the EVC; formulate options and provide recommendations for action.  Prepare financial spreadsheets, presentations, and documents for a variety of audiences. 

• Provide executive staff support for various committees and retreats i.e. Provost council, Faculty personnel committee, Faculty Executive Committee and Academic Affairs Committee, including the preparation of agendas, data, and materials. Follow up with committee members regarding task completion and update following meeting agenda accordingly. Coordinate meeting set up, to include any travel requirements. Prepare minutes, resolutions and related correspondence on behalf of the Provost and senior members.

Faculty Support

•  Oversee the process related to full-time faculty new hires, renewals, separations, and promotions.
• Coordinate processes related to full time faculty hiring. Initiate job requisitions, manage position postings, review applicants, schedule phone screens and interviews for hiring committees. Work with various departments including IT, Facilities, human resources and schools to ensure faculty hires have proper access, equipment, workstations and all required documents are completed.  Coordinate annual new faculty orientation.
• Coordinate all processes related to full time faculty promotions to include eligibility letters from Provost, notification to Deans/ Faculty Personnel Committee of applicants, process letter(s) from Provost to Chancellor with recommendation for promotion, process certificates etc.
• Track and maintain required faculty reports utilizing relational databases. 
• Provide coordination and operation of sensitive and confidential issues (e.g., maintain confidentiality of records and information, maintain faculty files hard copies and in Workday).

• Manage operating expenses; duties include tracking of the Provost and division’s monthly expenditures to include p-card reconciliation. Coordinate the division’s budget enhancement process. 
• Partner with the budget office as needed on items and to reconcile discrepancies
• Provide budget/cost analysis for departmental events and meetings (e.g., Provost and committee meetings, retreats, accreditation, WSCUC site visits).

• Collaborate with other Executive Assistants and assist colleagues, as required in facilitating university and Academic Affairs events. Act as mentor and provide initial department training to all academic affairs administrative support new hires.
• Assist Provost and Deans with special projects as they arise
• Perform other duties as assigned

Please Note: Internal Employees, please access the Career app on the Workday Dashboard homepage to apply for the position.

Equal Employment Opportunity – UMass Global is committed to providing an educational and work environment free of unlawful discrimination and harassment in any form. UMass Global prohibits all forms of discrimination and harassment on the basis of age, ancestry, color, religious creed (including religious dress and grooming practices), disability (mental and physical), marital status, medical condition, genetic information, military and veteran status, national origin (including language use restrictions), race, sex (including pregnancy, childbirth, breastfeeding, and/ related medical conditions), gender, gender identity, gender expression, sexual orientation, or any other characteristic protected by local, state or federal law.

Reasonable Accommodation – UMass Global provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the recruitment department at [email protected] .