Executive Assistant to the Dean

Position Overview

This position serves a vital role in the communications and operations of the Dean’s Office and works in collaboration with others to execute the goals of the Dean and the School. The assistant is the principal support staff for executive level activities for the Dean of the Law School and serves as the point of access to the Dean and the Dean’s Office.

The assistant has access to a variety of information and is expected to exercise good judgment, maintain confidentiality, work independently, and demonstrate excellent communication and organization skills. Professional communication with state officials, media, alumni, Deans, faculty, university officials, and the public is an essential part of this position. All communications must be appropriately bridged between the Dean and the specific parties.

This is a full-time, 12-month, benefits eligible professional staff position reporting directly to the Dean. KU offers excellent benefits to employees including generous retirement contributions, paid vacation and sick leave, insurance and other programs. More information is available (Use the "Apply for this Job" box below)./benefits

The successful candidate must have appropriate worth authorization to work in the U.S. before employment begins.

• Function as the Dean’s communication liaison with KU offices, including the Provost Office, other Dean’s offices, Directors, faculty, staff, students, alumni, donors as well as the public including the Board of Governors and other external constituencies.
• Engage in front line troubleshooting and expedite problem solving for the Dean’s office.
• Answer telephone, screen calls, respond to calendar invitations and provide routine information regarding the Dean’s schedule and law school activities. The assistant must be knowledgeable about those people with whom the Dean needs to speak immediately.
• Assist visitors and alumni and resolve administrative problems and inquiries or refer to the appropriate personnel or office.

• Maintain the Dean’s calendar, manage travel schedule and schedule all appointments, including regular meetings with administrators, faculty, University administration, students and alumni. Use discretion and good judgment in setting appointments and prioritizing meeting requests and scheduling appointments.
• Schedule and coordinate other miscellaneous meetings and activities as directed by the Dean, including but not necessarily limited to faculty interviews, faculty lunches, faculty meetings, faculty workshops, faculty reviews, corporate and law firm events, one-on-one lunches or meetings with alumni, and other similar activities as requested by the Dean. This includes coordinating catering and lunch orders, arranging for travel and lodging for the Dean, faculty candidates and others as required, preparing and extending email communications and invitations, scheduling venues, setting up and cleaning up rooms, making reservations, purchasing and arranging gift bags or swag for faculty candidates, visitors, law firm visits and performing all other such tasks that may be required to ensure that the Dean’s activity, event or appointment is successfully executed.

• Screen, review, and distribute incoming and outgoing mail including contributions from alumni and other donors. Provide word processing and perform administrative support functions.
• Record minutes at all faculty meetings and attend other meetings as required by the Dean to take notes or minutes or otherwise maintain a record. Gather and distribute materials for matters voted on by the faculty, including faculty candidate voting. Prepare and collect ballots as required.
• Prepare materials and reports for the Dean at his direction.
• Compose, prepare, and ensure timely mailing of all correspondence from the Dean, this includes the preparation and mailing of student scholarship letters, all thank you letters and any miscellaneous congratulatory or similar follow up correspondence with donors, alumni, and friends of the law school.
• Prepare background/prep information for all of Dean’s meetings, including items…