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Exective Assistant to the Dean of the College…
- Stetson University (Deland, FL)
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The Executive Assistant to the Dean ensures the effective operation of the College of Arts and Sciences Dean’s Office and provides direct support to the Dean. The incumbent provides a wide array of support for detailed and confidential projects; including budgets, hiring, promotion and tenure, the annual review process , and other areas . The Executive Assistant provides mentoring and leadership for other administrative staff and works closely with other academic Executive Assistants and other personnel on campus . The Executive Assistant serves as the office manager and supervises staff and student workers in service to the goals of the Dean’s Office . The position requires initiative, independent judgment, and discretion in various duties.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
+ Provide executive assistant support to the Dean of the College of Arts and Sciences
+ Ensure that identified priorities are addressed in a timely fashion, helping to ensure that the use of the Dean’s time is focused on critical, strategic issues
+ Manage the daily operations of the College of Arts and Sciences Dean’s Office, ensuring all deadlines are met and workflow is efficient
+ Process and manage an array of confidential materials, including correspondence, grievances, tenure and promotion portfolios, contracts, and salaries
+ Administer and coordinate the Dean’s calendar
+ Plan the Dean’s travel and handle subsequent expense reporting
+ Coordinate the hiring of full-time faculty, adjunct faculty, and staff
+ Coordinate the Faculty Annual Review process
+ Manage the participation of the Dean’s Office in Sabbatical and Summer Grant processes
+ Write, produce, and distribute the monthly newsletter of the College of Arts and Sciences
+ Manage all financial paperwork through the Dean’s Office, including review, tracking, and distribution through appropriate processes
+ Draft selected correspondence for the Dean’s signature
+ Coordinate all faculty development travel requests, including budgeting, documentation review, approval, tracking, distribution, and communication
+ Develop and manage spreadsheets for adjunct hiring, class assignment, and payroll
+ Manage all Dean’s Office budgets
+ Coordinate and facilitate the budget request process for more than 150 budgets within the College of Arts and Sciences
+ Coordinate special events, including receptions for Board of Advisors, retreats for Department Chairs, and other events as they arise
+ Plan and coordinate semi-annual advisory board meetings, including catering, communications with Board members, and providing summary minutes following each meeting
+ Collaborate with colleagues at partner institutions on special programs as needed
+ Advise department chairs, faculty, and administrative staff on policies and procedures as needed
+ Conduct monthly meetings for administrative support staff in the College; provide training, support and mentoring
+ Supervise Dean’s Office administrative staff and student workers; coordinate staff evaluations
+ Perform other site- and position-specific functions as assigned
Required Skills
+ Exceptional verbal and written communication skills
+ Ability to work independently and efficiently
+ Highly developed organizational and multi-tasking skills
+ Ability to prioritize and handle simultaneous projects independently while maintaining attention to detail
+ Ability to learn the art of anticipating the Dean’s needs and requests prior to the need
+ Possess excellent judgment and the ability to handle confidential information with sensitivity
+ Strong interpersonal skills to facilitate effective work with a large and diverse group of faculty and staff
+ Must be able to develop and maintain effective working relationships with all the Dean’s Office constituents, including but not limited to: students, faculty, staff, alumni, and advisory board members
+ Strong computer and technological skills as well as the motivation to explore and learn new technologies
+ The E xecutive A ssistant cultivates and maintains a broad working knowl edge of the U niversity and in-depth understanding with issues concerni ng the College of Arts and Sciences
Required Experience
+ A Bachelor’s degree in a related field is require d , as well as a minimum of five years' experience, preferably in a similar position, managing a busy office at the Dean or VP level with a great deal of independence and responsibility, or an equivalent combination of training and experience
+ Significant experience with Word, Excel, and PowerPoint is required
Ideal Candidate Qualifications:
+ Knowledge of the University’s academic administrative software (Banner)
Salary Grade: 6
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Exective Assistant to the Dean of the College of Arts and Sciences
- Stetson University (Deland, FL)