Executive Assistant to Dean

Overview

Position:
Administrative Assistant to the Dean – provides high level administrative support to the Dean's Office. The major objective is to manage the Dean's Office needs to ensure efficient operations. Primary responsibilities include exercising professional and independent judgment while serving as an extension of the Dean's professional staff. This includes organizing and coordinating day-to-day dean's office operations and special projects (e.g., support for strategic planning, professional development, faculty affairs, etc.).

Works collaboratively with senior leaders, faculty, students, alumni, and external constituents to support the Dean in carrying out the College's priorities and projects.

Specific functions include professional verbal and written communication with external and internal constituents, managing logistics of complex scheduling and travel, driving follow-through on delegated work, maintaining files and databases, and other needs for effective operation of the Dean's office. Administrative responsibilities include support for sensitive collegiate functions. The position requires a positive attitude, strong written and verbal communication skills, and demonstrated organizational and project management skills suitable for a fast-paced environment supporting multiple professionals simultaneously.

Attention to detail in scheduling and the ability to coordinate a complex scheduling system are critical. On-campus daily presence is required. This position serves as the liaison for visitors, manages dean"s meeting arrivals, directs guests, and prepares meeting spaces.

• Administrative Operations & Office Management (60%):
  Coordinate daily office operations for smooth functioning; include purchase oversight, reconciliations, RFPs and invoicing; own and drive follow-through on delegated work; manage complex scheduling for the Dean (prioritization, meetings, events, travel logistics); maintain office systems (filing structures, databases, shared resources); support special projects (strategic planning, professional development initiatives, faculty affairs, and other Dean-directed priorities).
• Communication & Constituent Engagement (15%):
  Serve as primary point of contact for internal and external stakeholders; draft, edit, and prepare communications on behalf of the Dean's Office; facilitate effective interactions with senior leaders, faculty, students, alumni, and external partners.
• Support for Collegiate Processes (10%):
  Provide administrative support for sensitive functions; coordinate documentation and timelines for major collegiate initiatives and compliance-related activities.
• Events/Project Coordination (10%):
  Assist with planning and execution of events, meetings, retreats, and professional development activities.
• Other Duties as Assigned (5%):
  As needed.

All required qualifications must be included in the application materials

Minimum qualifications - Education/Experience: BA/BS with at least 2 years of professional experience or an equivalent combination of related education and work experience in an office setting and/or roles involving data comparison, verification, and reconciliation to help the department achieve objectives.

Skills: Strong interpersonal skills (written and verbal); sensitive people management skills with high emotional intelligence; ability to work well under pressure with competing deadlines; excellent interpersonal skills.

Abilities: Ability to interact and work effectively with a broad group of employees; work at both strategic and operational levels; assess potential problems and exercise sound judgment; maintain confidentiality; provide excellent customer service; problem-solve; adapt to change quickly; manage time and multiple expectations; meet deadlines in a dynamic, academic environment.

Physical requirements: Ability to work in and move about an office setting; use of computer and office equipment; ability to commute to offsite locations for meetings; ability to read printed materials and computer screens; ability to communicate in person and by telephone. The University provides reasonable accommodations to…