* This position is represented by AFSCME Clerical Bargaining Unit. *
High School Diploma/GED plus four (4) years of related office and administrative experience. Training/education beyond high school may be substituted for up to one (1) year of experience.
Related office experience should include providing administrative support to high level/director level management.
Demonstrated written and oral communication skills.
Advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on Word and Excel, electronic calendar management, various videoconferencing and email applications.
Bachelor's degree or higher.
Evidence of strong communication and interpersonal skills to communicate effectively with constituents at all levels, both verbally and in writing, with excellent editing and proofreading ability.
Excellent organizational skills, to include multitasking and time management, and ability to prioritize tasks.
Experience setting up meetings and making travel arrangements.
Experience working with and managing confidential material/information.
Experience providing excellent customer service experience with independent, effective problem solving skills.
Experience working with faculty and students in a higher education setting.
Experience with data entry and information retrieval in PeopleSoft and Enterprise Financial System.
Experience with event planning and event management.
Working ability to perform tasks involving prolonged sitting.
Diplomacy, professional demeanor, and excellent attendance.
ABOUT THE JOB: This position provides administrative and executive-level support to the Dean of the Labovitz School. The position will manage key administrative functions of the Office of the Dean, including coordinating confidential and sensitive communications, office operations, and managing calendars/tasks and travel for the Dean and the Associate Dean.
DUTIES/RESPONSIBILITIES: Administrative Support and Schedule Management for Dean and Associate Dean (50%):
Compose and prepare written documentation and correspondence for the office.
Screen and evaluate incoming and outgoing correspondence and prepare responses as appropriate.
Independently initiate high-level contacts of a sensitive nature regarding routine and non-routine issues internally and externally, requiring a high degree of discretion, diplomacy, and time sensitivity.
Assist with development-related communications with key donors and benefactors.
Meetings and Calendar Management:
Assist the Dean and Associate Dean with scheduling and coordinating meetings. Function as initial contact to assure prioritization of the Dean's and Associate Dean's time.
Organize and facilitate Dean's Business Advisory Council and Student Advisory Council meetings and special events; schedule and coordinate dates and times, venues, attendance, agendas, and facilities; take minutes, and provide administrative support and follow-up on matters arising from meetings.
Make all travel arrangements for the Dean and the Associate Dean (conference registration, flights, ground transportation, hotels, meals, reimbursements).
Coordinate external constituents' visits to LSBE (parking permits, reservations, etc.); process reimbursements for LSBE visitors, as necessary.
Monitor, prepare, and process Chrome River travel documents on behalf of the Dean and Associate Dean.
Process and reconcile Procurement Card (PCard) transactions.
Office Operational Support (25%):
Screen and handle telephone communications, greet and direct visitors, and deal with administrative problems and inquiries, as appropriate.
Serve as a primary point of contact and liaison between the office, students, and external constituents on a range of day-to-day issues.
Gather, enter, and/or update data to maintain office records; establish and maintain files and records for the office.
Coordinate administrative activities associated with academic affairs, such as data requests, curriculum documentation, and personnel matters.
Coordinate management of supplies, equipment, and facilities for the school, including maintenance, inventory management, logistics, security, and related activities.
Coordinate contracts for service with external vendors, and processes accounts payable transactions.
School-Wide Project Support (25%):
Select and order LSBE gifts and manage promotional items inventory.
Provide support to the Dean and Convener for promotion and tenure (P&T) processes related to faculty promotions.
Assist with Association to Advance Collegiate School of Business (AACSB) accreditation tasks, including Peer Review Team visits.
Provides primary support for Beta Gamma Sigma.
Manage school-level events.
Other duties as assigned by the Dean and the Associate Dean.
Internal Number: 341960
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