Executive Assistant to the Chair

Company:  University of Massachusetts Medical School
Location: Worcester
Hours: Full Time
Type: Permanent
Job Requirements / Description

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.



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 UMass Chan

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                



Bachelor's Level Degree or equivalent in Business Administration, Management or Accounting or related field, or equivalent

3 to 5 years of administrative and budgetary experience

Proficient in Microsoft Office products: Word, Excel, PowerPoint, and Outlook

Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel

Ability to prioritize and problem solve

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