Executive Assistant

Executive Assistant Position

The Dean of the College of Agricultural Sciences is seeking an Executive Assistant, located in University Park, PA.

As Executive Assistant, the position will be responsible for providing advanced knowledge of principles, practices, software, and procedures in the Dean's Office. This position will provide high-level management, administrative, technical, and advisory support to the Dean and Senior Associate Dean by taking initiative, as appropriate, to manage complex administrative/academic projects and functions of the Dean's office. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality.

The Executive Assistant will manage the Dean's schedule and communications in partnership with the Director of Communications and College Relations. This position will respond on behalf of The Dean to internal and external correspondence and phone calls, managing diplomacy and confidentiality with all callers and correspondents. This position will provide input/recommendations on operational activities and processes. This position will ensure that the college is compliant with University and College guidelines for promotion and tenure and sabbatical processes at all levels.

Utilizing relevant enterprise software, this position will research, analyze, draft, and compile information, facts, and background materials on various issues in preparation for meetings and reporting metrics.

The Executive Assistant will oversee complex projects, events, and programs throughout the Dean's Office. This position will supervise and delegate work to the administrative support staff within the Dean's Office and draft any administrative correspondence.

The Executive Assistant will demonstrate and support diversity throughout the College and advance team goals. This position will improve office operational efficiency and implement plans clearly and concisely. This position will need to develop and maintain positive liaison relationships with various internal and external customers, including employees, executives, trustees, legislators, faculty, students, donors, alumni, and the general public.

These initiatives may involve interaction with senior leaders, both within and outside the College of Agricultural Sciences, including the office of the Provost and President.

Job-specific duties include, but are not limited to:

• Manage, supervise, plan, and direct the administrative activities of the Dean's Office.
• Supervise, train, mentor, and provide performance reviews for the administrative assistant in the Dean's Office. Manage and prioritize workload for the administrative staff in the Dean's Office. Cross-train administrative assistants working on special projects and ad hoc committees.
• Coordinate the Dean's calendar and prioritize scheduling and resolving competing meetings in conjunction with the Director of Communications and College Relations. Arrange logistics for appointments and meetings, including preparing relevant background material, meeting locations, agendas, and follow-up. Keep the Dean advised of time-sensitive and priority issues.
• Manage domestic and international travel arrangements for The Dean and other individuals, as needed.
• Manage internal and external communications in conjunction with the Director of Communications and College Relations, including highly confidential and complex issues, responding on behalf of the Dean if requested. Manage annual and routine requests from central administration.
• Compile reports, records, and data as needed. Maintain pertinent databases, confidential files, and communications consistent with best practices and university policy.
• Provide support to the Senior Associate Dean in academic affairs, including college-level P&T reviews, sabbatical applications, academic performance reviews, interpreting policies, and developing faculty hire offers.
• Manage academic unit leader and dean-level searches, including developing itineraries, travel arrangements, and coordinating meetings. Develop and distribute standard letters of changes in faculty appointments.…