Executive Assistant to the Dean - Crean College

Job Description Summary

Provides high level administrative support for the Dean. Manages the Dean’s calendar, schedules on- and off-campus meetings, confirms appointments, develops itineraries, coordinates meeting agendas. Collaborates with the College’s events and communication manager on major events, VIP lunches, receptions. Handles with discretion highly confidential documents and information. Takes and distributes minutes at meetings. Drafts letters, memos, and other communications from the dean. Provides the dean with various data requests. Prepares reports with statistical data, as assigned. Prepares PowerPoint presentations for the Dean. Acts as the primary point-person of contact with internal and external constituencies on all matters pertaining to the Crean College Dean’s Office. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the higher level executive. Manages special and strategic projects, some of which may have institutional impact. Attends meetings and may serve on committees. Develops own procedures to perform a variety of complex duties and special projects as required. Tracks Deans Office staff vacation requests and days off. Works collaboratively with the Dean’s administrative team. Will be primarily located at the Rinker campus with periodic need to work in Orange.

Responsibilities

Project Management

• Manages special projects as directed by the Dean, some of which have university-wide impact. · Independently research and prioritize incoming issues and determines appropriate course of action, referral, and/or response.
• Tracks and manages confidential information and documentation relevant to the personnel and business operations of the College.
• Manages the Dean’s calendar and the schedules necessary appointments, meetings, and events as required for the College.
• Helps in the understanding and interpretation of university policies and procedures, as appropriate.
• Ensures office operations follow policy provisions and standards.
• Investigate and analyze information pertaining to university-wide, intradepartmental, or interdepartmental operations for creation of special reports and/or polices at the direction of the Dean.
• Participate in various planning committees, work groups, and professional organizations.

Provide Executive Level Support

• Serve as the primary point of initial contact on any matter directed to the Office of the Crean College Dean by university, community constituencies, and other external stakeholders.
• Prepares PowerPoints, presentation materials, agendas, and documents for meetings hosted by the Dean.
• Create appropriate filing systems, including paper and computer-based systems; creates operational manual for the office; creates tracking system for vacation and absence schedules of relevant personnel within the College.
• Attend meetings, as requested, and take minutes or notes.
• Oversee the planning and coordination of key events for the College Dean’s Office.

Required Qualifications

• A Bachelor’s Degree in business, education, public administration, or related field.
• A minimum of 3 years of experience in providing high level administrative support; 5 years preferred.
• Possess skills in the area of office and project management. Must have the ability to organize multiple and complex tasks and work on multiple projects simultaneously, under conditions of pressure and competing interests, making strategic recommendations on next steps.
• Must be able to effectively recognize priorities in the event of unexpected and urgent situations.
• Strong commitment to the concept of customer service and team building are mandatory.
• Must be able to demonstrate good judgment in all aspects of the job and the ability to maintain a high level of confidentiality.
• Strong communication and interpersonal skills with the ability to interact with diverse individuals and groups at all organizational levels, both within and outside the University.
• Excellent telephone, email, virtual meeting etiquette skills.
• Strong written communication skills with the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
• Strong computer skills at an advanced level in the use of word processing, spreadsheet, presentation, database, internet and electronic mail software, preferably of Microsoft Office Suite applications.
• Excellent skills in quantitative and qualitative data analysis.
• Technical ability to learn and use enterprise software.
• Strong organizational skills, with proven experience in coordinating logistics for meetings and events, preparing materials for meetings, maintaining complete and accurate records, scheduling appointments and arranging travel.
• Proven ability to understand and handle political and practical ramifications of recommendations and actions with tact and diplomacy, with the ability to build trust and gain consensus on diverse matters.
• Demonstrated ability to work independently and evaluate data, access alternatives, and formulate logical and sound recommendations.
• Ability to use standard office equipment, including copier, fax and calculator.

Job Type: Full-time

Pay: $67,000.00 - $79,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person