Sr. Administrative Assistant, FAS Dean’s Office

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Reporting to the Finance & Administrative Manager for the Faculty of Arts and Sciences (FAS) Dean’s Office, the Senior Administrative Assistant will have administrative, faculty lifecycle, and office affairs responsibilities. The role will be the primary administrative support to an FAS divisional dean, including organizing meetings with individual faculty members, groups of department and program chairs, and division- and FAS-wide committees.

This position may also provide administrative support to other deans in the office. In addition, this position involves the coordination, production, and dissemination of several hundred sensitive letters regarding terms of appointment and leadership to faculty candidates and current faculty members each academic year. This could include creating initial drafts; circulating revisions to departments, deans, senior staff within the FAS Dean’s Office and counterparts in the Provost’s Office, the Office of Faculty Administrative Services, and other key contacts within and beyond the university;

tracking the status of required reviews and approvals; sending final drafts to candidates; and maintaining records of all terms in the Porter database and File Net. It may also oversee or provide support for some faculty leave approval processes, secondary appointment processes, and faculty salary letters. Responsibilities include support with external departmental reviews, event planning, expense management, and ordering supplies.

As a central resource to FAS departments and programs, the position will assist units in need with the processes for faculty searches, reviews, promotions, and tenure. It uses templates to prepare and disseminate required documents for ladder faculty, searches, reviews, promotions, and tenure. It creates, updates, and moves forward ladder faculty search, review, promotion, and tenure cases in Interfolio. It communicates clearly and explains other relevant rules and procedures governing letters, forms, questionnaires, referee/comparators, advertisements, and other requirements.

In accordance with the Faculty of Arts and Sciences Tenure and Appointments Policies, it works with department leadership and staff to ensure processes move smoothly and with deadlines and documentation requirements.

Performs other duties as assigned and provides coverage for other staff in the office.

• Prior experience providing administrative support. Excellent organizational skills with strong attention to detail. Demonstrated ability to multitask, prioritize tasks, meet deadlines, and work effectively with conflicting and competing deadlines and time constraints. Excellent customer service skills.
• Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook. Ability and willingness to learn new technology and systems. Demonstrated ability to exercise discretion and maintain strict confidentiality in handling sensitive materials. Ability to represent the FAS Dean’s Office and the University professionally.
• Demonstrated ability and experience providing administrative support, scheduling meetings, and coordinating the logistics of meetings, events, and seminars. Demonstrated ability and experience with expense management and processing, and planning and supporting events.
• Demonstrated ability to solve problems, take initiative, and anticipate actions, as needed, with conflicting demands. Excellent written and verbal communication skills. Proven ability to articulate ideas and communicate them clearly. History of excellent attendance/punctuality.
• Excellent interpersonal skills and ability to communicate and work with faculty, staff, and administrators. Demonstrated ability to work collaboratively and independently in an organized and productive manner.

• Demonst…