Assistant to the Dean
Location: Boston Massachusetts
Description: University of Massachusetts Boston is currently interviewing Assistant to the Dean right now, this job will be placed in Massachusetts. Detailed specification about this job opportunity please give attention to these descriptions. The Assistant to the Dean provides a wide range of complex organizational, administrative and professional duties to the Dean of the College of Nursing and Health Sc! iences (CNHS). The Assistant to the Dean will also: provide administrative support to the Dean of the College of Nursing and Health Sciences (CNHS); greet and direct students and visitors; receive and direct internal and external phone and e-mail inquiries and when necessary, field inquiries to appropriate staff person; maintain and create general files and records, including archival information; take minutes of meetings as directed by the dean, prepares/drafts memos, and reports; manage and maintain the daily calendar of the Dean, including scheduling appointments and meetings in collaboration with various University departments, committees, boards and external contacts; prepare meeting agenda(s) and background information, when necessary; coordinate and/or attend meetings with the Dean and provide administrative expertise, as required; develop a catering budget to use when ordering the food for Dean’s meetings when necessary; record meeting minutes; coordinate the prod! uction of reports, including annual reports and monthly report! s for the Dean; gather, proofread, assemble and bind all information and disseminate to appropriate individuals; proofread all documents before publication; serve as liaison between the Dean’s Office and various community contacts and partners, both local and national; serve as point person on special projects and events for the Dean; prepare all correspondence related to said event and/or project; work in conjunction with the event coordinator, as necessary on these events and/or projects; work in conjunction with the University Marketing and Communications office in the editing and proofreading of materials related to the event; coordinate the Dean’s activities at events; work with the departments and or external organization sponsoring the event and obtain details and the agenda for review by the Dean; prepare, assemble and proofread paperwork for faculty searches; work with search committee to coordinate candidate meetings and dinner with the candidates; assemble ma! terials related to faculty promotion; manage the travel plans and expenses for the Dean; process travel plans, including assisting in securing airfare and hotel accommodations and prepare and process appropriate paperwork associated with travel; reconcile travel and expense transactions and reimbursements in the on-line expense module in accordance with university policies; serve as ProCard proxy for the Dean to reallocate purchases to the correct fund and account code; maintain proper ProCard activity log in accordance with University policy; reconcile monthly Pro-Card statements; recharge appropriate account for items purchased; maintain all documentation related to purchases; participate in professional development and training classes on campus to improve knowledge of work and expand level of responsibility; and other duties as assigned.
Requirements:
Bachelor’s Degree and three-five years of administrative assistant experience, which includes expe! rience in high-level administrative support and support for special pro! jects and confidential work, preferably in a higher education setting, is required. Knowledge of University Information System (UIS) PeopleSoft procedures is preferred. Knowledge of Filemaker Pro is preferred. The position may require work during the evening and weekends.
Knowledge of the principles and practices of office management;
Knowledge of Microsoft Office applications, including Excel, Word and Outlook;
Knowledge of the types and uses of general office equipment;
Knowledge of and ability to perform online searches and conduct online research;
Ability to perform basic computer troubleshooting;
Ability to prioritize work and make independent decisions regarding procedures and operations;
Ability to interact with students and staff across all organizational levels in a proactive and efficient manner;
Ability to follow complex oral and written instructions;
Ability to plan and organize wor! k for various functions;
Ability to develop effective office work procedures;
Ability to work effectively as part of a team, as well;
Ability to work with minimum supervision and show initiative;
Ability to manage complex administrative tasks and functions independently;
Ability to interact with others in a variety of roles and positions;
Ability to set up and maintain filing systems;
Ability to handle and maintain confidential records and information;
Ability to deal tactfully resolving any problems that arise by using independent judgment;
Strong written and verbal communication skills;
Ability to work well under pressure, meet deadlines in a fast-paced environment;
Strong interpersonal skills;
Demonstrated organizational skills, with strong attention to detail;
Commitment to providing excellent customer service.
Additional Information:
! UMass Boston is an Affirmative Action, Equal Opportunity, Title IX Empl! oyer. Among the procedures which may be used to select personnel to fill vacant positions are review of work experience, reference checks, and interviews. All appointments and promotions will be effective on a Sunday.
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If you were eligible to this job, please email us your resume, with salary requirements and a resume to University of Massachusetts Boston.
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This job starts available on: Wed, 25 Sep 2013 06:25:53 GMT
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