Assistant to the Dean - School of Arts & Sciences - 500298

Location
USA, Virginia, Richmond
Salary
Negotiable
Posted
Jun 06, 2017
Ref
req1239
Contact
Broadbean Poster
Institution Type
Four-Year Institution

Assistant to the Dean - School of Arts & Sciences - 500298

SUMMARY:

Under general supervision, coordinates and performs a wide variety of administrative support activities for the academic dean. Some of these duties include receiving and coordinating visitors to the dean's office, in person and by telephone; overseeing the dean's calendar and assisting with travel arrangements, in collaboration with the assistant to the associate deans; and working in coordination with members of the dean's office to ensure smooth and seamless workflow. Assignments may be confidential in nature.

***For full consideration candidates must complete an online application, attach a resume, cover letter, and a document answering the questions below.

Please provide brief answers to the following questions:

  1. Please explain why you are interested in this position and describe the skills that make you the best candidate for the position.
  2. Do you have previous experience working in an executive support role? If so, please explain in detail.

RESPONSIBILITIES:

Executive Assistant to the Dean of the School of Arts & Sciences

  • Provides staff and office support for the dean, to include support in screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate
  • Serves as one point of contact and liaison between the office, administrative coordinators, and external constituencies on a range of day-to-day issues.
  • Screens and evaluates incoming and outgoing communications and correspondence, and prepares responses as appropriate for the dean;
  • Works independently and proactively on projects related to administrative goals and objectives;
  • Develops and distribute agendas for meetings, in coordination with members of the dean's office;
  • Works collaboratively with the members of the dean's office to accomplish goals that the Dean establishes for the overall operation of the office and the School; primarily the Director of Operations and Strategic Initiatives (DOSI), the Administrative Coordinator to the Associate Deans, and the Personnel Coordinator.

Event planning and calendar coordination

  • Administers the dean's schedule, including approving/declining scheduling requests, coordinating public events, appointments and commitments;
  • Maintains the dean's daily and annual calendar of events;
  • Assists in organizing and coordinating the dean's professional travel;
  • Assists in planning and coordinating conferences, seminars, guest lectures, and special meetings and events for the Dean.

Dean's liaison duties

  • Serves as a liaison between the dean's office and departmental administrative coordinators;
  • Triages urgent matters, which includes answering questions and/or determine who should be responsible for answering the inquiry and directing to appropriate member of the dean's office or to departments;
  • Posts agendas and minutes for A&S faculty meetings;
  • Maintains and moderate A&S listservs;
  • Prepares and analyzes information for internal and external communication, in coordination with the dean, the DOSI and the dean's staff in Media and Public Relations;

Perform other duties assigned by the Director of Operations and Strategic Initiatives (DOSI)

  • Maintains confidential faculty personnel files;
  • Serves as the point of contact for the A&S Dean's Office by greeting visitors and callers, and responding to, or redirecting inquiries;
  • Facilitates the faculty interview process by working with campus colleagues and external vendors to obtain University and citywide promotional materials;
  • Sorts and distributes mail;
  • Prepares years of service awards and retirement tributes;
  • Processes and directs routine paperwork such as student internship, grade change, and conflict of interest forms;
  • Performs any other duties relating to general office functions that the dean or DOSI may deem necessary.

QUALIFICATIONS:

  • Interpersonal skills to work cooperatively and effectively with others;
  • Experience in proactively fielding correspondence, travel, and calendar of a high-profile executive, whether in industry or academia;
  • Ability to anticipate administrative and procedural issues that are sensitive and confidential;
  • Strong time management skills and ability to manage a variety of tasks and complex project competently and accurately;
  • Exceptional organization and record-keeping skills;
  • Effective project management skills;
  • Knowledge of general office procedures and sophisticated office systems with the ability to adapt to changing priorities;
  • Ability to work collaboratively with a variety of faculty, staff, students, and external customers within in a diverse academic environment;
  • Ability to anticipate needs without being given detailed direction;
  • Strong analytical skills;
  • Proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook);
  • Ability to produce professional correspondence and presentations/some knowledge of Banner software preferred.

EDUCATION & EXPERIENCE:

  • High school diploma or GED. Bachelor's degree preferred.
  • At least 4 years of experience directly related to the duties and responsibilities specified.

WORK HOURS:

  • Full-time, non-exempt position
  • Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:
Pay Grade 5
To see more detailed salary information please review the University of Richmond's Compensation Structure.