Coordinator and Executive Assistant to the Dean

• Manage the Dean’s schedule and ensure the accuracy of scheduled events including coordinating meetings and travel arrangements.
• Function as a gatekeeper to assure prioritization of the Dean’s time.
• Provide logistical support for meetings, group visits, special guests, and luncheons for the Dean and assist with special events planning.
• Coordinate and manage the Dean’s attendance at state and national meetings/conferences and process travel authorizations and reimbursement requests as well as other spend authorizations and expense reports on behalf of the Dean.
• Coordinate and track the Dean’s professional membership dues and duties.
• Assist the Dean with a wide variety of specialized tasks necessary for the organization and overall workflow of the Libraries’ Administration Office.
• Serve as liaison and manage and facilitate effective and timely communication between the Dean and important constituents including University leadership, faculty administrators, faculty, staff, students, alumni, donors, and external partners.
• Respond to confidential, sensitive information requests, and general inquiries from the President's Office, Provost’s Office, Legal Affairs, Human Resources, Board of Trustees, Chief Financial Officer’s Office, and accreditation officials as assigned by the Dean.
• Investigate and resolve problems, serving as the point of contact for the Libraries’ Administration Office related issues.
• Ensure that information requests and reports are handled in a professional and timely manner, ensuring that deadlines are met.
• Provide research and analysis to prepare briefing materials for the Dean.
• Manage multiple, ongoing, diverse, and complex projects/tasks with competing deadlines as assigned by the Dean, and keep the Dean informed on the progress of each project.
• Provide administrative and technical assistance on a wide range of special projects as assigned by the Dean.
• Compose and prepare correspondence (often of a highly sensitive and confidential nature), letters of recommendation, award nominations, etc.
• Aid the Dean in other educational and research endeavors as needed.
• Attend library engagement events with or as a designee for the Dean.
• Attend meetings on confidential/sensitive topics, prepare notes, and check lists as requested by the Dean or Associate Dean.
• Make high-level contacts of a sensitive nature regarding routine and non-routine issues internally and externally requiring a high degree of discretion, diplomacy, and time sensitivity.
• Understand the Libraries’ goals and priorities of the Dean in order to prioritize issues according to urgency.
• Use multiple computer programs to support key administrative functions and manage online storage of vital information.
• Collect and prepare information for use in discussions and meetings.
• Draft correspondence and work on other communications projects.
• Collect vital data, create reports, and organize and facilitate documents requiring the Dean’s signature.
• Prepare agendas, record minutes or notes, follow-up on action items of meetings, and track or complete action items as necessary.
• Work collaboratively within the Libraries’ Administration Department on departmental group projects and tasks.
• Work collaboratively to further the Libraries’ Top 100/R1 initiatives.
• Participate in Library and University Committees.
• Participate in Library Engagement Activities.
• Actively pursue professional development opportunities.
• Provide backup to the Libraries’ HR Administrator and Special Projects Coordinator or as assigned by the Dean to attend meetings on confidential/sensitive topics and prepare notes.
• Provide backup to the Associate Dean as assigned.
• Other job-related duties as assigned.

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program -

  https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
• Flexible work arrangement plans -

  https://www.fau.edu/hr/employee_relations/flexwork.php
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion)!!
• Paid Community Engagement Volunteer Service Day -

  https://www.fau.edu/hr/files/COMMUNITY_ENGAGEMENT_VOLUNTEER_LEAVE4-2015.pdf
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.

Preferred Qualifications/Skills:

Master's degree with two years experience.

Experience working in libraries.

Experience working in higher education or an academic organization.

Experience with Microsoft products such as Word, Excel, Teams.

Experience with Google products.

Experience with Workday.

Demonstrated strong project management skills.

Demonstrated strong analytical/problem solving skills using sound judgment within policy parameters.

Demonstrated high level of customer service and response.

Demonstrated ability to work effectively independently and as a team member.

Ability to pay attention to details and meet deadlines.

Demonstrated effective time management and organizational skills.

Demonstrated effective communication and collaboration skills.

Demonstrated ability to be flexible with work schedule.

Knowledge, Skills, and Abilities:

Demonstrated strong commitment to service excellence.

Ability to lead, coordinate, and contribute to multiple projects from conception through implementation.

Demonstrated ability to achieve high-performance goals, and meet deadlines in a fast-paced environment, seek opportunities, and propose solutions.

Ability to be flexible and nimble and cope with change.

Ability to prioritize duties with the ability to reprioritize as necessary and meet deadlines.

Ability to work effectively under pressure.

Ability to respond effectively to questions from individuals both external and internal to the University.

Demonstrated strong customer service orientation.

Demonstrated student focus.

Demonstrated strong interpersonal skills.

Demonstrated problem-solving and communication skills. $45,000 - $55,000 per year. University Libraries Boca Raton Monday - Friday, 8 a.m. - 5 p.m. Some weekends and nights as needed to meet academic deadlines. 2023-06-19 Individuals with disabilities requiring accommodation, please call 561-297-3057. 711

Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.

Successful completion of a background check, which may include a motor vehicle check, credit check, fingerprinting or additional screening, is required for the selected candidate prior to the start date.

A resume and a cover letter are required for this position. Make sure to attach these required documents in the Attachments section of the application. Any missing required documents will result in disqualification.