CEMS Dean's Executive Assistant

UVM is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other category legally protected by federal or state law.

Provide comprehensive, high‑level executive and administrative support to the Dean and Dean’s Office of the College of Engineering and Mathematical Sciences (CEMS). Serve as a key support resource to the Dean by managing a complex calendar; coordinating, prioritizing, and confirming meeting and event logistics; and preparing routine correspondence and materials to enable effective decision‑making and efficient use of the Dean’s time.

Coordinate and set up meetings, events, workshops, and programs, including room reservations, vendor coordination, IT and space needs, and catering requests. Provide meeting support such as preparing agendas and compiling materials, tracking follow‑ups, and taking meeting notes as needed. Support the Dean and Dean’s Office leadership team with the coordination and completion of administrative projects (e.g., ABET accreditation support, academic reports, curriculum revisions, website and communication updates, and reappointment, promotion, and tenure review support) by organizing information, coordinating inputs, tracking timelines, and maintaining accurate files and records.

Consistently exercise discretion and sound judgment when handling sensitive, confidential, and time‑critical information and communications, completing work in accordance with established procedures and guidelines.

Associate’s degree in a related field and five (5) years of related experience, or an equivalent combination of education and experience. Working knowledge of software applications used to support administrative operations and familiarity with internet resources. Advanced proficiency with Microsoft Office (Word, Excel, Outlook, Teams) required. Demonstrated ability to coordinate multiple activities with attention to detail, meet deadlines, and maintain accurate records.

Effective interpersonal, organizational, and written communication skills required. Demonstrated ability to exercise discretion and maintain confidentiality when working with sensitive information.

Experience coordinating events including conferences, workshops, and recruitment activities, including vendor coordination and logistics. Experience supporting administrative processes in higher education, including academic reporting, curriculum‑related updates, and faculty affairs documentation. Familiarity with university administrative and financial processes (e.g., travel arrangements and reimbursements) and the ability to coordinate documentation within established procedures.

Anticipated Pay Range: $25.50/hour to $31/hour

Weekend work required; a probationary period may be required; occasional evening and/or weekend work required (if non‑exempt position, may result in overtime); this position is ineligible for telework due to the essential functions; background check required.

• Position Title:
  
  Univ Ops Administration OC3 N
• Posting Number: S6061PO
• Department: CEM Dean’s Ofc/54000
• Position Number: 002454
• Percent of Full‑Time: 1.0
• Standard
  
  Hours:
  
  37.5
• Term (months per year): 12