Senior Executive Assistant

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Salary Range

$39,300.00 - $

Overview:

The Senior Executive Assistant will serve as the direct administrative assistant to the Dean of the School of Music, aiding the Dean in the performance of all functions. These functions include communicating with all levels of personnel, faculty, and students; planning and organizing meetings attended or convened by the Dean's Office; maintaining the Dean's Office calendar of activities; and arranging for the most efficient use of the Dean's time, including making travel arrangements.

Responsibilities:

1. Maintains and updates the Dean's calendar of activities and travel itineraries.

2. Develops and maintains file systems to ensure proper handling, storage and access to information in the Dean's Office, including methods for maintaining and distributing confidential and restricted information.

3. Assists the Dean's office in the end-to-end process of planning, execution and distribution of School Prizes and Awards for students and external recipients, which includes the process of submissions and gathering information needed for payments.

4. Assists the Office of the Dean in the search process for new faculty hires. This includes assisting the Project Administrator managing Interfolio system from beginning to end and overseeing the recruiting to promotion process while following guidelines set by the Office of Faculty Affairs Services (OFAS).

5. Assists the Dean's Office in all functions related to faculty administration, including, but not limited to, preparing faculty compensation forms, collecting necessary documentation, completing required forms and documents to be submitted to both Provosts' office and OFAS, and entering extra compensation amounts into Workday as applicable

6. Assists in annual process of updating faculty salaries, with a focus on completing forms submitted to faculty administrative services and corresponding data entry into Workday, including updated salary information, and strong attention to detail for accuracy

7. Assists the Office of the Dean in the invitation and processes surrounding guest artists, performers, and lecturers, including forms, documentation, and communications. The Executive Assistant will be the primary resource for questions and information. Plans and executes both domestic and international travel of visiting faculty or guests. Oversees and plans all elements of travel for guests, including hotels, flights and ground transportation.

Communicates plans and sends itineraries. Track all expenses. Distributes information to visitors regarding payment options, reviews forms for business office regarding payments, answers questions, and sends instructions as needed.

8. Coordinates and assists with international travel for visiting guests and new faculty hires, including the procurement of travel documents, visas, and other necessary paperwork. Coordinates information input into the OISS system, and assists in review of required documents. Acts as a partner with OISS to ascertain what documents are required in a timely manner.

9. Records and maintains all expenses on behalf of the Office of the Dean, including meticulous record-keeping and entry into Workday.

10. Coordinates large-scale event planning, including Convocation, Commencement, Honors Banquet, faculty and staff meetings and functions.

11. Performs other related duties as assigned by the Dean in support of the Dean, Director of Special Projects, and the School of Music.

Required

Skills and Abilities:

1. Excellent organizational and communication skills. Demonstrate exceptional organizational, interpersonal, and verbal and written communication skills. Interact professionally with faculty, administrators, and staff at all levels. Draft routine communications on behalf of the Dean and respond to correspondence professionally.

2. Excellent computer skills demonstrated exceptional facility with word processing, spreadsheets, calendaring, and email software. Ability to learn new applications and platforms. Demonstrated ability with Microsoft Word, PowerPoint, Excel, Mail merge, and Outlook Suite.

3. Effective multitasking and time management. Plan, organize, and manage a large volume of work and diverse administrative tasks in a complex, fast-paced environment. Maintain accuracy, attention to detail, and exceptional proofreading skills. Manage several tasks simultaneously, navigate frequent interruptions, and execute tasks within reasonable time frames.

4. Sensitivity to and ability to effectively maintain confidentiality of information and materials. Work independently and under pressure with mature judgment when handling sensitive issues. Prioritize tasks,…