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  • Executive Assistant to the Dean, Engineering

    Wayne State University (Detroit, MI)



    Apply Now

    Executive Assistant to the Dean, Engineering

     

    Wayne State University is searching for an experiencedExecutive Assistant to the Dean, Engineeringat its Detroit campus location.

     

    Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

    Essential functions (job duties):

    The Executive Assistant to the Dean oversees executive support services and staff for the Office of the Dean and provides direct confidential executive support to the Dean. This position reports to the Dean and serves a member of leadership, focusing on supporting the educational and research mission of the College and University.

     

    Serve as confidential assistant to the Dean providing high level executive support and oversee Dean’s office services and staff. Assist and communicate with dean in decision-making, program/project management, and initiative implementation. Review, design, and execute improvements to Dean’s Office resources and services across the College. Maintain confidentiality, diplomacy and ensure compliance with College and University policies and procedures.

     

    Supervise executive support staff, shipping and receiving staff and reception area staff and oversee facilities projects and operations for the College. Foster a positive work environment and teamwork culture, focused on providing excellent customer service. Handle performance management, training and professional development. Provide clear directives, communication, coaching and support to ensure staff achieve established goals and objectives.

     

    Manage the Dean’s calendar, meetings, travel, and assigned events, projects and programs. Ensure successful prioritization of the Dean’s time, and ensure the Dean is prepared for all activities with reports, documents, presentations and/or other materials. Manage academic personnel processes, such as sabbatical requests, promotions and tenure, annual merit procedures, and graduate appointments. Lead team in providing executive support to the College’s Board of Visitors, Assistant/Associate Deans and externally funded institutes.

     

    Serve as liaison for the Dean with department chairs, faculty, staff, other University stakeholders, along with external stakeholders such as donors, guests and representatives of outside agencies. Create, edit, proofread and distribute a variety of complex formal and informal materials and communications on the Dean’s behalf. Respond to requests for information and services, handle follow-up and ensure matters brought to the Dean’s office are handled timely and efficiently.

     

    Perform routine to difficult public relations duties over the phone and in person. Respond independently to correspondence and email inquiries regarding a variety of College matters. Develop and maintain effective working relationships with internal and external College stakeholders. Work collaboratively with others to help achieve key deliverables and objectives of the Dean.

     

    Lead executive support staff team in coordinating dean’s and other College leadership’s participation in fundraising campaigns and initiatives. Manage related special projects, events and initiatives, corporate partnerships, alumni relations, including acknowledgement of gifts/donations, meetings with donors/potential donors.

     

    Perform other related duties as assigned.

    Qualifications:

    Education Bachelor's degree

     

    Bachelor’s degree from an accredited college or university in business administration, communications or related field.

     

    Experience Specialist (minimum 5 years of job-related experience)

     

    Minimum 5 years relevant experience, including providing administrative support at the executive level and experience in program/project management or office management roles.

     

    Minimum of 2 years of supervisory experience.

     

    Knowledge, Skills and Abilities

     

    Demonstrated ability to maintain the highest level of integrity, ethical conduct, confidentiality and diplomacy with sensitive documents and information obtained as part of performing the job. Able to meet own commitments and adhere to organizational policies and procedures.

     

    Strong interpersonal and leadership skills. Must possess ability to build and maintain cooperative and positive relationships. Demonstrated multi-cultural awareness with ability to interact and work closely with people from diverse backgrounds and experiences. Able to work independently or be a team leader/participant.

     

    Demonstrated ability to supervise diverse groups of employees. Ability to delegate work, set clear direction, track and manage workflow. Strong mentoring and coaching skills. Ability to train staff and develop subordinate’s skills. Ability to foster teamwork among staff members.

     

    Exceptional customer service skills with ability to listen actively and respond effectively to customer questions, inquiries and issues. Respects all internal and external customers. Adept at handling and diffusing sensitive or difficult situations in order to create successful outcomes and positive experiences.

     

    Strong written and verbal communications skills with proficiency in editing, proofreading and message crafting. Able to communicate effectively with various levels within and outside the organization. Able to create accurate and timely communications to reach targeted audiences as appropriate and intended.

     

    Project management skills with ability to lead and participate in large, cross-functional initiatives on behalf of the College. Ability to work collaboratively with diverse groups and stakeholders across campus to accomplish key goals and objectives. Understands the University’s and College’s organizational structure, vision, mission and goals.

     

    Proven analytical/problem-solving skills with ability to gather, organize and evaluate all relevant information. Anticipates, identifies and resolves problems effectively. Prevents and diffuses issues proactively. Develops creative/alternative approaches and meets challenges with resourcefulness and sound judgement.

     

    Excellent ability to independently manage and prioritize multiple tasks and projects, establish and meet deadlines, make sound decisions and generate successful outcomes. Pays close attention to detail and accuracy. Applies effective business practices to improve operations. Able to quickly respond to changing needs and balance competing responsibilities in a fast-paced environment.

     

    Proficient in the use of Microsoft Office suite such as MS Outlook, Word, PowerPoint and Excel. Must be proficient with use of virtual meeting technology including MS Teams and Zoom. Able to quickly master new technology tools and digital communication platforms.

    School/College/Division:

    H05 - College of Engineering

    Primary department:

    H0501 - Deans Office Engineering

    Employment type:

    + Regular Employee

    + Job type: Full Time

    + Job category: Staff/Administrative

    Funding/salary information:

    + Compensation type: Annual Salary

    + Salary minimum: TBD

    + Salary hire maximum: TBD

    Working conditions:

    This position is required to work on campus. Primarily sedentary with intermittent standing, walking, bending and stooping. Occasional light lifting and carrying of objects weighing up to 25 pounds. Ability to work at a computer, including repetitive use of a computer keyboard, mouse and other control devices. Occasional travel to various locations on and off campus as needed to conduct business.

    Job openings:

    + Number of openings: 1

    Background check requirements:

    University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

     


    Apply Now



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