Executive Administrative Assistant to Chair and Office Manager

Executive Administrative Assistant to the Chair and Office Manager

Unit: College of Humanities & Sciences MBU

Department: Psychology

The Executive Assistant to the Department plays a crucial and critical role in the administrative operations and running of the Department of Psychology. The role supports the implementation of the Department’s goals of recruiting, educating and retaining an engaged student body and transforming them into engaged alumni. As a department of nationally prominent scholars whose research creates collective community change, we work to provide excellence in teaching to our graduate and undergraduate students, prioritizing faculty and staff support and the creation and maintenance of a culture emphasizing belonging and excellence.

The Executive Assistant to the Chair provides executive‑level administrative support to the Chair and ensures that the daily operations of the Chair’s office and the governance structures and processes of the department are run effectively and in accordance with the established goals, other objectives/priorities and policies ― ensuring confidentiality, tact, and a professional and welcoming demeanor as the front face of the office.

Responsibilities include providing administrative support such as reports, correspondence, mailings, calendar management, meeting preparation and minutes; coordinating faculty candidate visits; supporting the Chair in faculty evaluation, promotion and tenure processes; supervising departmental front‑desk staff, student workers and hourly assistants; and serving as the front face of the department.

• Serves as a front‑facing main point of contact for the Chair of the Department ensuring all appointments, meetings, and reminders are handled promptly and professionally.
• Responds to inquiries in a cordial and supportive manner, answering questions accurately.
• Composes memos, letters, reports, emails, and other communications as necessary.
• Maintains the chair’s calendar and schedules meetings, events, and travel.
• Prepares for and takes minutes at faculty meetings, leadership/administrative staff meetings, and disseminates them to faculty and staff.
• Handles incoming calls and mail for the chair, previewing emails when necessary.
• Assists with other office‑management duties as needed in coordination with fellow departmental staff members.
• Maintains departmental files and manages and curates departmental listservs.
• Provides high levels of customer service to visitors in person, over the phone, and by email.
• Supports other staff members and office leadership through scheduling, arranging meetings, event space, and conference calls.
• Performs other job‑related duties as assigned.
• Serves as backup/secondary receptionist and backup building manager, with a working knowledge of departmental space.

• Faculty Evaluations
  • Modifies yearly report template in coordination with the Chair and the Dean’s Office.
  • Intakes faculty reports, verifies data, and works with faculty to gather further information.
  • Coordinates materials for the personnel committee meeting(s) and resulting yearly evaluations.
  • Coordinates electronic signature process and record‑keeping.
  • Compiles aggregate report data for the chair’s annual department report.
• Awards
  • Works with the chair on timely submission of faculty and staff awards.
• Promotion and Tenure
  • Manages relevant materials for each current P&T case.
  • Ensures compliance with university promotion and tenure guidelines.
  • Coordinates internal and external letter solicitations and submissions.
  • Maintains record‑keeping and manages time for reports and other related tasks.
• Faculty Recruitment and Onboarding
  • Assists in coordinating administrative processes of recruiting new faculty with the search committee chair.
  • Coordinates and schedules campus visits for faculty candidates.
  • Maintains baseline knowledge of faculty office, laboratory, and space allocations.
  • Collaborates with HR Coordinator & Building Manager to complete the faculty hiring process and provide onboarding support.
• Supervises receptionist and conducts annual evaluations; assigns tasks, projects, and provides oversight of…