Job Summary Provide administrative support for the Dean of the School of Arts and Sciences and support the work of the Associate Dean. Specific Responsibilities
Proactively manage the Dean and the Dean's schedule. Coordinate calendar and screen all appointment requests. Determine priority in scheduling and use judgment in handling sensitive requests.
Prepare Dean for all meetings, making sure the appropriate agenda and background materials are provided.
Create correspondence, spreadsheets and documents in a timely and accurate fashion. Anticipate preparation of materials for regular activities.
Maintain paper and electronic filing system of all reports, letters and documents so as to have ready access to them as requested by the Dean. Aggregate data from multiple sources to prepare accurate reports.
Engage in a timely flow of information to and from the Dean through regular exchanges (verbal and written).
Within prescribed guidelines, process approved bills for payment and maintain budget accounts ledger. Manage Dean's budgets.
Facilitate and maintain records for substantial adjunct hiring in the School.
Assist in annual budgeting process for Dean, School, and Program accounts.
Assist in course scheduling process for the School's academic departments and program areas.
Assist with the School's faculty position searches by placing electronic and print ads and by arranging travel, hotel, meeting times & locations, as well as meals. Coordinate all arrangements with Department Head and candidate. Process HR paperwork, contract forms, and receipts for selected candidate.
Compilation of annual report data for the School.
Serve as a reference point for new faculty and the institution.
Maintain updated content for the School on the University's websites, including the Academic Advising site.
Partner with the Deans in managing all aspects of events presented by the Dean's Office, currently the Claritas Distinguished Lecturer in Science and the Stella Freeman Weis Concert.
Hire, supervise and utilize student assistants.
Professionally respond to all phone calls and either answer questions or relay messages as well as receive visitors.
Knowledge, Skills, Abilities Fluent knowledge of English language including meaning and spelling of words, rules of composition and grammar. Skilled at written and verbal communication; Ability to use independent judgment to analyze, plan, prioritize, and organize diversified workload and meet deadlines; Communicate, interact with and support effective partnerships with faculty and various campus offices; Exercise judgment and discretion in managing and prioritizing work; Demonstrated ability to stay calm, pleasant, and organized while managing multiple tasks simultaneously. This position is the first contact with the general public when it comes to the Weis Concert and the Claritas Lecture. The ability to diplomatically and tactfully handle complaints and problems is essential. On a daily basis, the position has frequent contact with students, parents, faculty and staff. The Senior Administrative Assistant must employ discretion and maintain professionalism at all times.
Education High school or equivalent required.
Experience Three years of relevant office experience; word processing and Excel spreadsheet experience required.
Physical Demand Sedentary Work – Exerting up to 20 pounds of force and a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Position requires the ability to talk and to hear instruction. Position requires manual dexterity and the ability to use fingers, hands, and arms to type, feel, handle, and reach. Position requires occasional stooping, crouching and bending. Working conditions are indoor.