Executive Assistant to Dean of the College/Dean of Student Life; Coordinator of Admin Support

Location
Haverford College
Posted
Jun 06, 2017
Institution Type
Four-Year Institution

Executive Assistant to the Dean of the College and Dean of Student Life; Coordinator of Administrative Support for the Dean’s Office

Job Summary:

Haverford College seeks to hire a full-time, exempt, fully benefits-eligible Executive Assistant to the Dean of the College and Dean of Student Life, and Coordinator of Administrative Support for the Dean’s Office.

Major Primary Responsibilities:

  • Coordinate administrative support for Dean's Office areas (CCPA, CAPS, Health Services, Athletics, OMA/AA/ADS/Registrar)
  • Aid program directors in support for stewardship of grants
  • Monitor Dean's Office accounts
  • Oversee management of office space and supplies
  • Coordinate initial support for new hires to the division and serve as an ongoing resource

Essential Functions & Responsibilities:

Supervision/coordination of administrative assistance as listed above:

  • Share in supervisory responsibility for administrative assistants with Deans/Directors
  • Coordinate, streamline and reorganize support for Dean's Office areas as needed
  • Maintain and update Administrative Assistant Resource Manual
  • Liaise with supervisors on duties, workload, performance, concerns of assistants
  • Confer regularly with assistants on issues of communication, integration of services, etc.

Ensure consistency across division with regard to:

  • Searches
  • Coverage
  • Office procedures and protocols
  • Communications
  • Workday
  • Budget oversight
  • Event Scheduling
  • Supplies and Machine Maintenance
  • Student employment

Directly manage certain Dean's Office Area Budgets (including Dean's Budget, Dean's Discretionary Account, Chabad Account, Chesick Account, OAR Account, ADS Account, MMUF Account, Hillel Account, LIFTFAR):

  • Process Disbursement Vouchers
  • Maintain monthly budget records
  • Reconcile and submit credit card accounts
  • Assist in preparation of annual grant reports and spreadsheets

General administrative support for the Dean of the College and the Dean of Student Life:

  • Schedule meetings
  • Answer phone calls, greet visitors
  • Room reservations
  • Reimbursements
  • Correspondence

Education, Training, & Experience:

  • B.A. or Associates degree required
  • Five to seven years of experience in a high level administrative position, preferably in a higher education environment
  • Excellent oral and written communication, people, computer and organizational skills
  • Strong proficiency in MS Office Suite programs, and ability to quickly learn new programs and packages preferred. 

Physical Demands and Environmental Conditions Required of this Position

  • Lifting (to exert strength to move objects from one place to another):
  • Sedentary Lifting: (0-10 pounds) Up to three hours
  • Light Lifting (10-20 pounds): Never
  • Moderate Lifting (20-50 pounds): Never
  • Heavy Lifting (50 to 100 pounds): Never
  • Pulling (to exert force upon an abject to move or change its direction: Never
  • Pushing (to draw an object toward oneself to move or change its direction): Never
  • Carrying (to hold objects while moving entire body): Up to three hours
  • Reaching or working above shoulder (to extend arms upward or outward away from body): Never
  • Walking (to move entire body in erect position): Up to three hours
  • Standing (to maintain body in erect posture in stationary position): Up to three hours
  • Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Three to six hours
  • Crouching/Stooping (to bend upper body forward while fully flexing knees): Never
  • Kneeling (to maintain upper body in erect position while resting knees on ground): Never
  • Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Never
  • Twisting (to rotate upper body while feet remain stationary): Never
  • Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Never
  • Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Never

To Apply: Interested applicants should submit their application to include a resume and cover letter via this link (https://forms.haverford.edu/view.php?id=425959). For full consideration, please apply by Friday, June 23, 2017.

Haverford College has a longstanding commitment to diversity rooted in values of inclusion and social justice, a commitment reflected in the academic program, lived experience, and composition of the College community. Haverford welcomes applications from candidates who share these values and who will contribute to the College’s educational mission. 

Haverford College is an Affirmative Action and Equal Opportunity Employer.