Executive Assistant

Description:

Essential Job Duties
The Executive Assistant will provide high-level complex administrative support to the Dean and is expected to independently and confidentially manage multiple administrative tasks and projects with competing priorities and deadlines. This position represents the Dean and the College of Sciences both to the University and college communities and to a diverse constituency outside the University. This position plays a critical role in the college. Not only is this position the primary support for the Dean; but it also plays a principal role in the operation and administration of the college and serves as a primary conduit between the Dean and the college departments and units. The Executive Assistant also provides advanced critical support for the Senior Associate Dean, the Dean’s Cabinet, Leadership, and FHA teams which is essential to the functional operations of the college.

A successful candidate will be driven to perform all duties of the office with excellence, confidentiality, discretion, and absolute attention to detail. This position requires someone inherently organized and that has the ability to create an order for others with ease. Strong emotional intelligence is essential to understand needs and anticipate every eventuality. The primary focus of this position is to ensure that every need of the Dean is attended to and that their schedule, meetings, travel, and all events occur seamlessly. This position requires a high degree of diplomacy to maintain positive relationships with those interacting with the Dean’s office. A strong candidate will be proactive, flexible, resourceful, approachable, and thorough.

Primary responsibilities include, but are not limited to the following:

Provide high-level administrative support to the Dean:
Organize and maintain the Dean’s complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and making sound decisions to ensure effective use of the Dean’s time;
Ensure consistent, high-quality work, continuity, productivity, professionalism, and confidentiality;
Maintain a calm and courteous demeanor and work productively and efficiently despite heavy workloads, competing priorities, constant interruptions, complex problems, and tight deadlines;
Schedule/reschedule meetings and appointments and provide all necessary background information and documentation to ensure the Dean is prepared and informed;
Make all travel arrangements (schedules airline, hotel, car, conference registration, etc.). Prepare itineraries and compile all necessary files and materials for trips;
Separate and organize email and mail to facilitate the Dean’s work. Respond to emails when appropriate/needed and facilitate appropriate follow-up;
Prioritize important or sensitive matters and bring them to Dean’s attention; obtain and add any background materials needed to facilitate action. Utilize independent judgment, determine when to act independently, and when to refer problems for Dean’s attention;
Draft non-routine letters, memos, documents, emails, and various reports requiring knowledge of college and university regulations, procedures, and policies;
Organize and prepare electronic and printed materials for Dean’s signature as necessary;
Effectively and professionally communicate with a broad range of individuals internal as well as external to the college and university. Facilitate communications and disseminate information on behalf of the Dean;
Provide administrative and scheduling support for searches for the Dean’s direct reports such as searches for department heads, directors, assistant deans, and associate deans;
Facilitate cross-coverage of administrative functions in the Dean’s office as necessary. Work cooperatively with others and accept appropriate direction from leaders in the Dean’s suite;
Interpret and apply relevant policies, regulations, rules, and procedures of the University and College; inform and assure Deans, Department Heads, and Directors have accurate and current information;
Organize and manage the flow of work in the Dean’s office suite, formulating appropriate and effective strategies for achieving objectives consistent with unit goals and relative to the needs of both internal and external constituencies;
Serve as the primary point of contact for internal and external constituencies and provide hospitality to all guests creating a positive climate within the office. Build and maintain a collaborative, welcoming, and inclusive environment within the Dean’s suite;
Identify and address areas of concern while maintaining professional and positive relationships with the administrative team, as well as college faculty, staff, and students;
Assists with data collection for completion of annual reports and other ad-hoc reporting;
Manage the Dean’s office state and discretionary budgets;
Manages and maintains the Dean’s office section of the Faculty and Staff Resources website;
Serve as the building liaison, ComTech coordinator, and SAT liaison for the Bureau of Mines, Cox & Dabney buildings.

Organize and supports meetings, events, and awards:
Organize schedules, invite participants, and ensure all materials are prepared, finalized, and distributed in a timely fashion;
Assist with scheduling, planning, and publicizing college events, including the college retreat, faculty meetings, and the new faculty/staff welcome reception;
Reserve and prepare meeting spaces for in-person meetings/events and set up Zoom links and coordinate other technical needs for hybrid meetings;
Prepare agenda or collect agenda items from participants as needed;
Take meeting minutes and distribute them as appropriate;
Assist with the preparation of reports and presentations, draft follow-up emails/memos, and edit other documents as needed;
Organize and maintain the Dean’s response to life events (i.e. hires, losses, activities related to illnesses, service awards, and other personal important dates for the college community);
Serves as the College awards coordinator. Responsible for managing the Pride of the Wolfpack, Awards for Excellence, O. Max Gardner, and University Faculty Scholars;
Primary point of contact and liaison for the Chancellor’s Annual visit to Sciences and the Provost’s college annual review process.

Reappointment, Promotion, and Tenure ( RPT ) and Post Tenure Review ( PTR ):
Serves as the College RPT and PTR Liaison;
Develop standard operating procedures and train departmental liaisons;
Ensure department and college submissions are on time and processed accordingly;
Liaison with the RPT online IT group.

Other Responsibilities
Manage the main office/lobby of the College of Science’s Dean’s suite;
Supervise 3-5 student interns and develop a work schedule each semester, including summer sessions.;
Other duties as assigned by management.