Executive Assistant II – GSN - University of Massachusetts Medical School

POSITION SUMMARY: 

Provides specialized and advanced support to the GSN Dean, Associate Dean, and Director of the Graduate Entry Pathway (GEP) and Director of the Nurse Educator and CE Program by performing complex and administrative and financial functions and enterprise wide support based once GSN’s strategic priorities. Sets priorities, investigates assigned issues, determines method of research, data and information requirements as well as analysis techniques. Manages communications and activities between GSN leadership and UMMS community ensuring items requiring follow-up are dealt with.  Primary contact with various stakeholders, press and outside agencies/organizations providing information, explaining programs, policies and activities as related to administrative, fiscal, operational and personnel.  Participates in committees and manages complex projects and initiatives for assigned nursing leaders. Work involves handling of confidential and time sensitive information/materials.  Position may provide support to several GSN nursing leaders including their direct reports.

ESSENTIAL FUNCTIONS:

• Attends with executives or as representative both internal and external meetings and special events providing follow up with outstanding issues and manages the communication process.
• Develops and prepared monthly management reports.
• Researches, collects and prepares information for use in discussions/meeting for executive. Arranges presentation materials for executive meetings.  Keeps executive informed of pertinent information.
• Manages executive calendars, appointments, travel plans, records and files. Collaborates with internal staff to confirm executive’s schedule reflects strategic priorities.
• Develops with senior accountant the annual budget and planning documents monitoring the budget throughout the fiscal year. Reconciles budget and presents variance and forecast reports to executive. 
• Coordinates with faculty and staff responding to requests on behalf of executive, ensuring a timely and appropriate response is received.
• Manages communications and activities between executives and faculty/staff making sure items requiring attention and follow-up are dealt with.
• Primary contact with other departments, customers, press and outside agencies/organizations for executive providing information, explaining programs, policies and activities as related to administrative, fiscal, operational and personnel.
• Participates in institutional committees and manages complex projects and initiatives for executives.
• Provides advice on human resources and payroll policies and procedures oversee the processing of transactions and reviews reports.
• Composes and distributes correspondences, notices, forms, memoranda, calendars, manuals, presentations, brochures and other related materials.
• Maintains confidentiality of information regarding business, reports and documents and uses discretion when disseminating the information.
• Compiles monthly records of Dean’s professional activities to populate Annual Performance Review (APR).
• Supports Personnel Action Committee (PAC).
• Provides support for the Graduate Entry Pathway (GEP) Program including scheduling and recording minutes for monthly faculty meetings, supporting GEP faculty with Blackboard, collecting required student documentation, ordering supplies, travel, event coordination including Pinning and New Student Orientation, etc.
• Provides support to the Director of the Nurse Educator Program and Continuing Education (CE) Programs, including Blackboard support, exams for the Peri-op Program, ordering of supplies and logistics of various activities and special events.
• Coordinates travel for guests and logistics of various activities and special events.
• Responds to urgent emails during off hours.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Management or Accounting or related field, or equivalent
• 5 to 7 years of administrative and budgetary experience.
• Proficiency in use of PC, database, spreadsheet and word processing application software.
• Demonstrates excellent analytical, organizational, and time management skills. Utilizes independent judgment.
• Proven written and oral communication skills.
• Excellent interpersonal skills with the ability to use discretion and good judgment while maintaining confidentiality.
• Demonstrated time management and problem-solving skills with ability to organize and prioritize workload, foresee problem areas and seek immediate action meeting deadlines.
• Previous project management experience desirable.
• Occasional travel to other UMMS locations and events.

Please delete Director of Graduate Entry Pathway (GEP) in the position summary.