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GENERAL SUMMARY OF POSITION: 

Under the supervision of the Chancellor’s Chief of Staff, the Special Assistant to the Chancellor serves as an integral member of the Chancellor’s Office, responsible for coordinating, facilitating and implementing the Chancellor’s daily schedule.  Given that the Special Assistant works directly with and in close proximity to the Chancellor, proven dependability, considerable discretion, mature judgment, constant diplomacy and consistent application of institutional practices and procedures are imperative for success in this role.   

A successful candidate will need to demonstrate a knowledge of and commitment to the UMMS code of conduct, especially with respect to confidentiality, and the UMMS values of integrity, diversity, civility and operational excellence in the performance of work-related roles and responsibilities.

As  the Special Assistant to the Chancellor, you will have a schedule that will include nights and weekends. Schedules can also change last minute so flexiblity is key. 

MAJOR RESPONSIBILITIES:

Advance and Administrative Support:

• Accompanies and staffs the Chancellor at all events and serves as the primary on-site point of contact for event organizers; 
• Serves as a primary driver for the Chancellor for all university-related events, meetings and activities;
• In conjunction with the Chancellor’s Chief of Staff and Executive Assistant, assists with the preparation of briefing materials for the Chancellor’s daily events, meetings and other activities;
• Advances all events, meetings and/or activities in which the Chancellor is involved by working directly with event organizers on the nature, purpose, program and logistical details of the engagement and the Chancellor’s involvement therein; 
• Serves as a liaison to internal departments and external entities regarding the Chancellor’s participation in campus, university and/or external events, meetings and/or activities;
• Collaborates with the Office of University Events, the Development Office and Auxiliary Services on event planning and execution, including, but not limited to, events held at the University Residence;
• Drafts written correspondence on behalf of the Chancellor;
• Participates in the development of the Chancellor’s speeches, talking points and presentations;
• Supports special projects at the direction of the Chancellor and/or Chancellor’s Chief of Staff;
• Attends meetings, where appropriate, to take meeting notes and draft action items;
• Serves as a liaison for Chancellor’s office visitors and special University guests; and
• Engages in other duties as assigned by the Chancellor and/or Chancellor’s Chief of Staff.

REQUIRED QUALIFICATIONS:

• Bachelor’s Degree;
• Proficient writing and presentation skills ;
• Excellent interpersonal skills;
• Ability to accommodate a constantly changing work schedule that includes work-related activities at night and on the weekends;
• Flexibility to travel to off-campus locations, including out-of-state and international venues; and
• Valid Massachusetts driver’s license and excellent driving record;

REQUIRED COMPETENCIES:

• Proven dependability, demonstrated professionalism and keen appreciation for confidentiality and discretion; 
• Demonstrated time management and problem solving skills with ability to organize and prioritize workload and meet deadlines;
• Excellent organizational skills and ability to multi-task and operate in  a fast-paced and dynamic work environment;
• Strong initiative and work ethic; and
• Ability to work effectively in a team-based model.