Executive Assistant to the Chair

GENERAL SUMMARY:

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.

ESSENTIAL FUNCTIONS:

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 the Medical School

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 Chairs 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

REQUIRED QUALIFICATIONS:

• Bachelors 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

Position Overview

Under the direction of the Department of Pathologys Chair the ideal candidate will be responsible for executive level workflow management and the coordination of a broad range of administrative financial and project management duties in support of the mission of the Department. This position performs a variety of confidential and complex duties in support of the Department Chair and senior faculty and staff and will be responsible for administrative duties that require a thorough working knowledge of the Institutions policies procedures and operations to coordinate activities within our dynamic academic medical research environment. The successful incumbent must present a professional demeanor and attitude maintain a high level of confidentiality related to sensitive issues and exercise independent and prudent judgment when completing all assigned tasks and responsibilities.

The Executive Assistant to the Chair will act as a resource and subject matter expert to the faculty and other administrative staff members of the Department as required. On behalf of the Department Chair this highly visible position maintains frequent contact across the UMass Chan Medical School and UMass Memorial Health communities including institutional senior leadership; central offices partnering department faculty physicians and staff.

Additional Resposibilities:

Administrative Management and Support

Supporting the Department of Pathology Chair the incumbent acts as a gatekeeper and gateway to the Chair preserving the flow of information while also ensuring that sufficient protected time is allotted for the Chair to meet the goals of the office and maintain academic commitments.

Responsibilities include but are not limited to:

• On behalf of the Department Chair the Executive Assistant coordinates with the Office of Faculty Affairs on managing the annual faculty review process for the Department.
• Serves as a Departmental resource for databases websites reporting polices and procedures and disseminates necessary information to faculty and staff.

Financial Management and Support

The selected incumbent will assist the Chair and any assigned faculty with the fiscal management of their research laboratories. The tasks and responsibilities require an understanding of the University of Massachusetts purchasing process and the UMass Chan Medical School practices.

Responsibilities include but not limited to:

• Enter submit and allocate the purchases of services and goods via the enterprise-wide procurement system or an institutionally issued procurement credit card.
• Coordinate payment of invoices selection and establishment of vendors as well as maintenance of assigned Chair and faculty financial records and budgets.

Academic Meetings/Seminars and Classes

On behalf of the Chair and Department of Pathology faculty coordinates and facilitates the Department Seminar Series Research in Progress Series Monthly Faculty Chalk Talk series GSBS courses and assigned events in support of the academic mission of the Department as directed.

Responsibilities include but are not limited to:

• Manage and maintain schedules for faculty research seminars meetings and GSBS courses.
• Prepares and disseminates notices both electronic and paper versions and makes updates to the Departments website with current information.
• Utilizing the institutions Learning Management System (LMS) updates student course information and communicates information to enrolled students.

Any and all other duties as needed to fulfill the mission of the Department and to abide by the values of the UMass Chan Medical School.

Preferred Skills and Qualificaitons

• Knowledge of University systems as well as general administrative functions including travel grants management and calendar management in an academic medical research or higher education environment.
• Demonstrated ability to work independently with limited supervision and ability to work toward common goals as part of an administrative team.
• Demonstrated integrity dependability sound judgment teamwork and resourcefulness to establish and maintain collaborative positive and effective working relationships with multiple internal and external stakeholders.
• Experience with using complex online systems to generate reports and conduct departmental business and research activities (i.e. PeopleSoft BuyWays (Procurement) Research Management System (RMS) PubMed NCBI SciENcv NIH REPORTER or similar
• Significant experience in office workflow management at the senior level with excellent organizational skills and the ability to change priorities quickly and often with little or no disruption to operations.
• Experience with project management time management and organizational skills with the ability to manage details of multiple and complex projects with firm schedules and competing deadlines.