Administrative Assistant to Dean

Administrative Assistant to the Dean

Reporting to the Dean of the School of Social Work, the Administrative Assistant provides administrative support to the Dean and five Associate Deans on a wide range of topics and projects. The Administrative Assistant is responsible for managing the day to day operations of the Dean's Office and some of the central functions of the School of Social Work. On a daily basis, s/he interacts with the Dean and Associate Deans, faculty, graduate students, and many university departments.

Primary responsibilities include managing the Dean's calendar and travel arrangements, handling phone calls and greeting visitors, opening and prioritizing mail, generating Dean's correspondence and disseminating school-wide information. S/he assists with planning and supporting school wide events, including faculty meetings, committee meetings, commencement, speaker forums, conferences, etc., and helps with reserving rooms, ordering food, coordinating with guests and speakers, and ensures that everything is set up for the meeting or event.

The Administrative Assistant assists the Dean in the faculty search process and with other faculty actions. S/he maintains the employee database and manages various school directories and listserv groups. The Administrative Assistant oversees office management of the Dean's office and the School of Social Work. S/he prepares the information log and correspondence for the SSW Academic Standard Review Committee, and acts as a liaison to the Faculty Search Committee Chair by making travel arrangements and scheduling interviews and presentations.

S/he supports work of other School committees, including the Diversity Committee and the Executive Committee. The Administrative Assistant position is full-time. Office hours are Monday through Friday 8:00am - 4:00pm or 9:00am - 5:00pm. Some early morning, evening and weekend work may be required. Some travel may be required.

Requirements

• Bachelor's degree preferred.
• Five years of relevant administrative experience required.
• Experience in a college or university setting is strongly preferred.
• Demonstrated advanced-level experience using standard office software applications, e.g. Microsoft Office, Adobe, on-line calendars, databases, Skype, Zoom, etc.
• Proficient in use of standard office technology, e.g. phone, video conferencing, fax, copier, scanner, projector, etc.
• Strong organizational and project management skills, extremely detail oriented.
• Ability to work independently or as part of a team, be a self-starter and think creatively.
• Demonstrated problem-solving and critical thinking skills.
• Ability to work in a fast paced environment.
• Outstanding interpersonal and communication skills, both written and oral.
• Skilled in independently composing letters, memos, reports, and other written communication materials, for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
• Experienced in recording meeting minutes.
• High degree of professionalism and the ability to manage responsibilities with tact and patience.
• Excellent customer service skills.
• Experienced in making complex travel arrangements and preparing itineraries.
• Discretion and ability to handle personal and confidential matters.