Executive Assistant To Dean - Arts And Sciences As9934

The Executive Assistant to the Dean ensures the effective operation of the College of Arts and Sciences Dean’s Office and provides direct support to the Dean. The incumbent provides a wide array of support for detailed and confidential projects; including budgets, hiring, promotion and tenure, the annual review process , and other areas . The Executive Assistant provides mentoring and leadership for other administrative staff and works closely with other academic Executive Assistants and other personnel on campus . The Executive Assistant serves as the office manager and supervises staff and student workers in service to the goals of the Dean’s Office . The position requires initiative, independent judgment, and discretion in various duties.
Essential Job Functions And Responsibilities

• Ensure that identified priorities are addressed in a timely fashion, helping to ensure that the use of the Dean’s time is focused on critical, strategic issues.
• Develop and manage spreadsheets for adjunct hiring, class assignment, and payroll.
• Conduct monthly meetings for administrative support staff in the College; provide training, support and mentoring.
• Process and manage an array of confidential materials, including correspondence, grievances, tenure and promotion portfolios, contracts and salaries.
• Coordinate all faculty development travel requests, including budgeting, documentation review, approval, tracking, distribution, and communication.
• Supervise Dean’s Office administrative staff and student workers; coordinate staff evaluations.
• Coordinate and facilitate the budget request process for more than 150 budgets within the College of Arts and Sciences.
• Manage the participation of the Dean’s Office in Sabbatical and Summer Grant processes.
• Coordinate the Faculty Annual Review process.
• Advise department chairs, faculty and administrative staff on policies and procedures as needed.
• Plan and coordinate semi-annual advisory board meetings, including catering, communications with Board members, and providing summary minutes following each meeting.
• Coordinate the hiring of full-time faculty, adjunct faculty, and staff.
• Administer and coordinate the Dean’s calendar.
• Perform other site- and position-specific functions as assigned.
• Manage the daily operations of the College of Arts and Sciences Dean’s Office, ensuring all deadlines are met and workflow is efficient.
• Manage all financial paperwork through the Dean’s Office, including review, tracking and distribution through appropriate processes.
• Draft selected correspondence for the Dean’s signature.
• Collaborate with colleagues at partner institutions on special programs as needed.
• Manage all Dean’s Office budgets.
• Coordinate special events, including receptions for Board of Advisors, retreats for Department Chairs, and other events as they arise.
• Provide executive assistant support to the Dean of the College of Arts and Sciences.
• Plan the Dean’s travel and handle subsequent expense reporting.
• Write, produce, and distribute the monthly newsletter of the College of Arts and Sciences.

Required Skills

• Highly developed organizational and multi-tasking skills , the ability to prioritize and handle simultaneous projects independently while maintaining attention to detail, and the ability to learn the art of anticipating the Dean’s needs and requests prior to the need .
• This position requires strong computer and technological skills, as well as the motivation to explore and learn new technologies.
• Exceptional verbal and written communication skills as well as the ability to work independently and efficiently .
• The E xecutive A ssistant cultivates and maintains a broad working knowl edge of the U niversity and in-depth understanding with issues concerni ng the College of Arts and Sciences.
• Possess excellent judgment and the ability to handle confidential information with sensitivity; must have strong interpersonal skills to facilitate effective work with a large and diverse group of faculty and staff; and must be able to develop and maintain effective working relationships with all the Dean’s Office constituents, including but not limited to: students, faculty, staff, alumni, and advisory board members .

Required Experience

• Significant experience with Word, Excel, and PowerPoint is required ; knowledge of the University’s academic administrative software (Banner) is preferred .
• A Bachelor’s degree in a related field is require d , as well as a minimum of five years' experience, preferably in a similar position, managing a busy office at the Dean or VP level with a great deal of independence and responsibility, or an equivalent combination of training and experience

Salary Grade: 6