Special Projects & Executive Administrator; Hybrid - School of Continuing and Professional Studies

Position Summary

Scheduled

Hours:

37.5. Working under minimal supervision, the Executive Assistant provides high‑level administrative support for the executive using considerable judgment, tact, creativity and initiative. This position works closely with the executive to ensure that project deadlines are met and department/school’s responses are well‑coordinated and well‑executed. The position requires significant substantive knowledge of the department/school’s academic, research, and outreach programs. The Executive Assistant will maintain a clear understanding of the department/school’s priorities and develop knowledge of the leadership relationships with a large network of internal and external stakeholders.

The Executive Assistant also oversees the department/school’s master calendar and supports strategic school initiatives.

• Ensures most efficient use of Executive/Dean’s time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back‑up materials are in order.
• Acts as liaison between the Executive and the department/Dean and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Executive/Dean informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Executive/Dean if information is known, and prioritizes call backs.
• Sorts the Executive/Dean's incoming mail, prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Executive/Dean including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Executive/Dean for meetings and ensures that materials are filed as appropriate.
• Responds to requests for Executive/Dean’s Office statistics and reporting. Keeps accurate records of required Department/School statistics and reports.
• Assists the Executive/Dean with scheduling and coordinating travel, including transportation, lodging, conference registration and visa/passport as required. Completes Executive/Dean’s travel reimbursement documents and travel expense reports in the University’s Financial Information System (FIS) in a timely manner when travel is complete. Reconciles the Executive/Dean’s Pro Card expenditures.
• Establishes and maintains confidential files in the Executive/Dean's office, ensuring efficient retrieval for all personnel authorized to access data.
• Manages logistics, contracts, and expenses for the Executive/Dean’s Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners. Manages small catering needs for meetings, faculty lunches, etc.
• Ensures Executive/Dean’s Office facilities are well maintained, supplied, and in good physical condition. Works with Facilities staff to troubleshoot issues and purchases supplies as needed.

• Works with Lecture Series Committee chairs and the executive/dean to develop a lecture series schedule and budget, if applicable.
• Tracks all expenses and reconciles budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post‑lecture dinners.
• Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.

• Conducts research, drafts written material, and produces presentation slides and charts for the Executive/Dean.
• Prepares thank you letters for donors and assists with Alumni & Development activities, including special events, National Council meetings, and mailings.
• Supports academic administration efforts including development of materials for tenure and promotion cases and…