Executive Assistant to Dean

Position: Executive Assistant to the Dean
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Job Description ##
** Position Summary
** The Executive Assistant to the Dean provides high-level executive support, managing the Dean’s schedule, correspondence, meetings, travel, and reports while exercising discretion and sound judgment. This role oversees the day-to-day operations of the Dean’s Office, supervising the Office Manager, and ensures efficient management and office processes. The Executive Assistant also manages faculty-related processes, including tenure, promotion, sabbaticals, reappointments, and supports hiring of tenure-track faculty and administrative staff, requiring professionalism, strong communication skills, and the ability to coordinate complex tasks with attention to detail.##

** Description of Work Unit
** The College of Natural Sciences (CNS) studies the foundational sciences – we ask fundamental questions and apply our knowledge to every field of study. Consisting of eight departments and 10 centers our college is a leader in research, teaching, and community engagement. We are guided by the principles of inclusiveness and integrity and believe we are most productive and impactful when we operate with recognition, appreciation, and respect for our differences.

Over 4,800 undergraduate students and 700 Masters and Ph.D. candidates pursue degrees within our departments, and are taught by over 200 faculty. ## Required Job Qualifications
* Bachelor’s degree plus three years of increasingly responsible experience in a senior management or executive-level administrative support capacity
*** OR
* ** High School Diploma (or GED) plus six years of increasingly responsible experience in a senior or executive-level administrative support capacity.
* One year of supervisory experience.
* Strong project or event planning, administrative, and organizational skills, and demonstrated problem-solving ability.
* Excellent verbal and written communication skills.
* Demonstrated proficiency with all Microsoft Office products, particularly Outlook, Word and Excel.## Preferred Job Qualifications
* Experience in higher education preferably within an administrative or academic unit.
* Demonstrated ability to successfully interact and communicate with persons of all backgrounds and at all levels of the university and the community.
* Ability to use excellent judgement and discretion when working with confidential information.
* Experience leading and managing projects in a cross-functional team environment.
* Experience working in an environment that requires adaptability, independent management of competing demands, and adjustments to frequent change.
* Experience using CSU HR and Financial systems as well as electronic/virtual meeting software including Microsoft Teams and Zoom, and other electronic platforms (e.g. One Drive file management).
* Ability to review existing processes and identify gaps, provide recommendations, build a strategy to solve and then implement solutions.##
** Essential

Job Duties
** Executive Support
* Manage and prioritize the Dean’s schedule, communications, and travel, including routing requests, coordinating development activities, handling correspondence, and exercising independent judgment on responses while maintaining strict confidentiality.
* Prepare and support the Dean’s meetings and leadership activities, including research and briefing materials, presentations, proposals, and planning and executing meetings called by the Dean.
* Coordinate and administer executive-level meetings and special projects, including CEC and DLC scheduling, agendas, minutes, document management, follow-up on action items, and completion of special assignments on behalf of the Dean.

Administrative Support
* Oversee college-wide faculty administrative processes and compliance, including tenure and promotion, evaluations, sabbaticals, appointments, reappointments, award nominations, and faculty hiring, ensuring adherence to University policies and Provost deadlines.
* Serve as a subject-matter expert and advisor to departments and staff, providing guidance on faculty policies, coordinating evaluation and review processes, reviewing dossiers and offer letters, and supporting equitable and…