Executive Administrative Assistant to Dean of Faculty

Location: Kansas City

The Executive Assistant represents the first line of academic and professional excellence for the Dean's Office. The position serves as a primary point of contact for inquiries and issues that span the five academic divisions  position provides high-level administrative, operational, and project support to the Dean of Faculty, coordinating complex calendars and meetings, including those with external stakeholders; managing confidential communications and records related to employment;

supporting faculty-facing processes; and facilitating cross-divisional collaboration to advance academic priorities and faculty success. Additionally, the position serves to track budget and programmatic data across the five divisions. In addition to serving as the primary administrative liaison between the divisions and Academic Affairs, the position collaborates closely with the Divisional Administrative Services Coordinator to ensure consistency, effectiveness, and effective flow of communication across Academic Affairs, the Dean's Office, and the Divisions.

The Dean's Executive Administrative Assistant demonstrates professionalism, exercises appropriate judgment and discretion in behavior in all aspects of the work environment, and embraces and exhibits the core values of the University. As the position is involved in personnel matters such as faculty contracts and workloads, maintains strict confidentiality.

Position Accountabilities

1. Executive Support, Budget and Operations Management

* Manage the Dean's calendar, schedule and coordinate internal and external meetings, and prioritize appointments.

* Prepare agendas, briefing materials, presentations, and meeting minutes, and track follow-up items for Divisional Associate Deans Council meetings.

* Screen and triage calls, email, and requests; draft and manage professional correspondence on behalf of the Dean.

* Maintain files and records (faculty contracts, committee reports, personnel actions) with strict attention to confidentiality and compliance.

* Help track program accreditation activities across the Divisions to ensure compliance at the University-level in terms of program accreditation actions and statuses.

* Maintain master calendar of key faculty and student events to facilitate engagement by University leadership.

* Coordinate travel arrangements, reimbursements, and expense reporting for the Dean and visiting faculty/guests.

* Serve as budget manager at the Dean level, which includes all budgets supporting cross-divisional functions, such as tracking/reconciling CBA budgeted professional development funds and endowed funds that cross academic divisions.

* Collect budget requests from the Divisions as part of annual budget preparation, documenting rationales and noting budget items that connect to assessment outcomes.

2. Faculty and Governance Support

* Assist with full-time faculty recruitment logistics, search committee scheduling, interview coordination, and candidate communications across the Divisions to ensure consistency and timeliness.

* Support faculty appointment and contract processes by collecting and routing documentation, tracking deadlines, and liaising with HR and Academic Affairs in the preparation of initial contracts and renewals.

* Coordinate activities related to Dean involvement in faculty evaluations, pre-tenure, tenure and promotion (scheduling, document collection, and recordkeeping).

* Collect faculty workload data from Divisions, including data related to teaching, advising, and service loads; perform analysis; and flag issues requiring resolution by the Dean and Faculty.

* Track all Collective Bargaining Agreement related deadlines and actions required of the Dean of Faculty.

* Maintain repository of Division meting minutes and Associate Dean minutes.

* Provide administrative support to the University Assessment Committee and other Senate and/or University-level committees, task forces, or working groups as assigned.

3. Projects, Events, and Communication

* Help plan and execute faculty-focused events, training workshops, and leadership meetings, including room/virtual logistics, materials, etc.

* Support all data collection, annual assessment, and program review activities involving the Dean of Faculty.

* Track action items from meetings, follow up with stakeholders, and maintain project timelines.

* Serve as a professional and responsive liaison between the Dean's Office and Associate Deans, Program Directors, faculty, staff, students, and external partners.

* Draft and distribute internal communications, calendar invites, and updates related to cross-divisional initiatives and deadlines.

* Support strategic initiatives of the Dean (e.g., faculty development programs, cross-divisional initiatives, advancement outreach) and perform research, compilation of materials, and basic analysis as needed.

* Collate and monitor division strategic initiative plans, produce period reports to track progress and alignment to University goals.

4. External Relations,…