Executive Assistant - School of Graduate Studies

Summary Provide executive level administrative support for the Dean and Sr. Associate Dean of the School of Graduate Studies. Perform routine and advanced administrative duties requiring considerable skill and in-depth knowledge of organizational processes and systems. Duties include diligent management of dynamic calendars, initiating correspondence, providing requested data to leadership, analyzing data, preparing reports, managing special projects, and ensuring effective use of the Deans' time.

Primary Responsibilities Provide comprehensive administrative and office support to ensure efficient daily operations.

Coordinate office activities, meetings, workshops, retreats, and other departmental events, including logistics, scheduling, travel, room reservations, and audiovisual needs.

Manage executive administrative support for Dean and Sr. Associate Dean, including calendar management, correspondence, meeting agendas, follow-up on directives, and complex scheduling.

Process financial and procurement transactions, including purchase orders, check requests, P-card reconciliations, travel expenses, student awards, and other Workday financial transactions.

Administer and track student health insurance enrollment and compliance for 350+ graduate students, maintaining accurate records and serving as the primary point of contact for insurance-related inquiries and issue resolution.

Serve as the primary internal and external point of contact, fostering collaborative relationships with students, campus partners and external stakeholders.

Prepare, format, proofread, and maintain correspondence, reports, records, and other official documents.

Monitor departmental office supplies and coordinate purchasing and inventory as needed.

Exercise independent judgment in planning, coordinating, and improving administrative processes and office procedures.

Represent the department on committees, task forces, and special projects as assigned.

Monitor general graduate school email account

Graduate Studies Council Administrative Support (i.e., plan, attend, take minutes, etc.)Back-up and cross-train on application processing and emails

Manage student travel awards (from application to approval)
Lead the planning and execution of Graduate School events, including venue coordination, registration, communications, and on-site event management to ensure a positive participant experience

Perform other duties as assigned.

Knowledge – Skills – Abilities Customer Service – Knowledge of principles for creating positive customer experiences via phone, in person, and email

Sound Judgment and Discretion in decision making and handling of confidential information with senior management.

Attention to Detail Communication – Effectively and clearly exchange information in written or verbal form

Time Management – Skilled managing time in order to ensure work is completed in a timely manner

Clerical – Apply principles of administrative procedures and systems including word processing, managing files and records, and completing forms

Proficiency in Microsoft Office products (especially Outlook/calendaring features)
Qualifications Appropriate experience may be substituted for education on an equivalent basis

Minimum Required

Education:

Associate degree in business or related field

Minimum

Required Experience:

5-7 years of administrative support experience

Preferred Education:

Bachelor’s degree

Preferred Experience:

5-7 years of executive administrative support experience and experience in academic or healthcare setting

Physical Requirements Work requires remaining in a stationary or standing position most of the time.

This job may require moving or traversing to access equipment or materials and communicate from time to time.

This job may require repositioning self to move equipment or materials of moderate weight occasionally.

Work Environment This job is not at risk for exposure to contaminants, airborne or blood borne pathogens.

This job may experience higher than normal noise levels, but not at an extreme level.

This job is not exposed to radiation or the possibility of animal bites or allergens.

This job works in an indoor, environmentally controlled environment.

Wo…