Executive Assistant to Dean

Position: Executive Assistant to the Dean
Position Details

To create a Posting, first complete the information on this screen, then click the Next button or select the page in the left hand navigation menu. Proceed through all sections completing all necessary information. To submit the Posting to Human Resources, you must go to the Posting Summary Page by clicking on the Next button until you reach the Posting Summary Page or select Posting Summary Page from the left navigation menu.

Once a summary page appears, hover your mouse over the orange Action button for a list of possible approval step options.

Position Information

Position Title
Executive Assistant to the Dean

Status
Full Time

Job Summary

The Executive Assistant to the Dean in the College of Veterinary Medicine provides leadership in directing the daily administrative operations of the Dean's office and provides advanced level support to the Dean. The Executive Assistant also provides a positive collaborative presence internal and external to the Office of the Dean; and functions as a gatekeeper to assure prioritization of the Dean's time and effectively responds to wide variety of inquiries from faculty, staff, students, alumni, and other stakeholders.

Essential Job Duties

• Provide leadership and work with other staffing organizing, implementing, and maintaining comprehensive operational policies and procedures in the Office of the Dean.
• Serve as liaison on behalf of the Office of the Dean with other CVM offices, University offices, and outside agencies for the professional flow and dissemination of information.
• Handle all matters related to the dean and the Office of the Dean with confidentiality and sensitivity of internal and external communications and operations.
• Work with the Office Manager to coordinate and maintain effective office procedures and efficient workflow; and assist in the organization and implementation of a variety of professional and administrative activities related to the efficient operation of the Office of the Dean.
• Coordinate and manage all administrative activities and technical assistance related to the dean including preparation of written communication and verbal communications.
• Organize and coordinate conferences and meetings on behalf of the dean.
• Develop business itineraries and coordinate travel requirements for the dean.
• Coordinate operations/activities involving human resources, academic and staff personnel.
• Conduct research and prepare briefing materials in preparation for meetings, work projects, reports, and completion of a variety of forms.
• Maintain and record minutes or notes of all meetings with the dean or representative of the dean relative to the Office of the Dean.
• Compose and edit correspondence and reports, using good judgment and originality as appropriate.
• Responsible for assisting the dean with setting priorities and manage the dean's schedule to keep on task with assignments, appointments, and meetings (internal and external).
• Manage the dean's daily calendar, and schedule appointments for efficiency and operational effectiveness.
• Receive and assist visitors and refer to appropriate persons as appropriate (customer service).
• Assist the dean with special projects as needed.
• Take administrative action authorized during the Dean's absence and use initiative and good judgment to see that matters requiring higher-level attention are referred to faculty, staff, students and external stakeholders with delegated authority; and keep the dean informed of all actions and recommendations on behalf of the dean.
• Perform other duties as assigned

Qualifications (Education, Experience and Specialized Training)

• Bachelor's degree from an accredited four-year college or university in an education-related discipline is preferred or an Associate degree with Administrative professional certification or license such as:
  Administrative Professional (CAP), Licensed Legal Secretary (LLS), and Certified Professional Secretary (CPS).
• Five (5) years of experience as an administrative support professional, including performance of supervisory and administrative duties and administrative experience in an institution of higher learning, to include working knowledge of university policies and procedures.
• Member of an administrative professional organization is desirable

Physical Demands

• Ability to operate standard office equipment
• Ability to walk short distances
• Ability to lift and carry parcels, packages and other items
• Ability to view a computer terminal

Skills and Attributes

Knowledge:

• Knowledge of the use of one or more computer software programs such as Microsoft Word, and other computer databases
• Understands program goals and ability to prioritize according to urgency

Skills:

• Demonstrated excellent organizational skills
• Demonstrated effective management skills
  -leadership, planning, organization, evaluation and effective communication
• Demonstrated proficiency in written and verbal communication skills including the ability to compose and edit letters and reports
• Excellent interpersonal communication…