Executive Assistant and Office Manager

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary:
  Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard
  
  Work Schedule:
• Building:
• Salary Range: $75,000 - $80,000 Annually

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Reporting to the Director, this position provides executive level support to the Dean of Undergraduate Admissions and Financial Aid and is responsible for leading the team of office and administrative support for the Undergraduate Admissions Office and managing projects to further the goals and mission of the unit. The incumbent anticipates the needs of the Dean and proactively works to meet them.

They manage the Dean's busy and complex schedule of internal and external meetings and provide administrative support for the Dean's outreach and travel. In addition to supporting the Dean, the Executive Assistant and Office Manager leads a team of staff members who manage the Admissions front desk and provide department-wide office and administrative management with such tasks as the organization of on-campus and off-campus Admissions events, managing office calendars and staffing coverage, and preparing materials for office-wide meetings, events, and training.

• Manages the Dean's complex and confidential schedule of internal and external meetings. Strategically manages and optimizes the Dean's calendar, prioritizing competing requests with autonomous decision-making to align time allocation with institutional priorities. Organizes and prepares all appropriate materials for these meetings.
• Acts as a trusted liaison with the President's Office, Trustees, Provost, Office of General Counsel, and other University leaders. Evaluates incoming high-level requests on behalf of the Dean, ensuring sensitive matters are handled with appropriate protocol, discretion, and tact.
• Acts as liaison between the Dean and a variety of University and outside contacts. Exercises discretion in drafting high-level executive correspondence and manages confidential information related to admissions policy, personnel matters, and institutional risk. Writes, edits, and types various documents from their own or Dean's draft texts. Responsible for researching and writing complex reports. Assists the Dean with a variety of projects as circumstances require.
  
  Proactively seeks solutions to issues and identifies areas requiring improvement or efficiency. Responsible for other administrative support items including handling confidential phone calls and messages.
• Serves as the primary filter and strategic gatekeeper for the Dean. Exercises independent judgment and deep organizational awareness to triage incoming communications, urgent requests, and sensitive inquiries, independently determining the level of priority and deciding when immediate escalation to the Dean or Leadership Team is required
• Handles highly sensitive, confidential, and time-critical situations with extreme discretion and composure. Determines appropriate pathways for resolution, routing issues to key stakeholders or briefing the Dean with actionable context.
• Provides administrative support for the Dean's outreach and travel, such as creating the travel schedule, booking travel, scheduling high school visits, etc.
• Processes the Dean's travel expenses utilizing the University's financial systems. Reconciles expenditures in a manner consistent with University policies. Works with the Senior Associate Director of Administration to ensure expenses are reconciled on a timely basis.
• Assists with the upload of Dean's letters and pulling of reports and other data requests in Slate on behalf of the Dean.
• Under the direction of the Dean or Director, communicates to all staff regarding issues that impact office operations.
• Provides administrative support to the Executive Director and the processes managed by the Executive Director. This includes the Dean's committee process.
• Provides administrative support to members of the Admissions Leadership Team based on project and office needs. This includes supporting aspects of the First Year and Non First Year admissions processes such as midyear and final transcript review, on-campus events…