Executive Assistant to the Dean

Location
Chicago
Posted
Jul 12, 2017
Executive Administration Jobs
Deans
Institution Type
Four-Year Institution
About The Unit: POSITION SUMMARY Reporting to the Dean of the Harris School of Public Policy, the Executive Assistant oversees all administrative functions for the Office of the Dean. The Executive Assistant provides communication, task prioritization, project management, and complex administrative support to the Dean, serving as her principal aide on highly confidential matters and daily operations.

Unit Job Summary: KEY RESPONSIBILITIES Exercise considerable judgment as to the optimal use of the Dean's time, relieving of administrative detail and projects - Provide complex and confidential administrative assistance on the daily operations of the Dean's office - Manage the Dean's calendar, acting as the gateway to the Dean - Prioritize, structure, and schedule meetings, conference calls and other recurring or requested appointments - Respond in a timely and courteous manner to all scheduling requests - Structure and organize the Dean's electronic shared folder(s) to collaborate efficiently on communications and document preparation Coordinate all necessary logistics for key meetings and travel - Ensure the Dean is prepared for meetings and other events by gathering relevant data, statistics, meeting materials and other pertinent information - Oversee all logistical details of recurring meetings with Harris Staff and Faculty, such as the bi-weekly Senior Leadership meeting, weekly Deputy Deans meeting, and ad hoc Faculty meetings - Order food and refreshments for meetings as needed, coordinating payment, menu selection, meal requests, and pickup/delivery - Coordinate and manage complex arrangements for the Dean for both local and international travel - Prepare full travel itineraries and assemble necessary materials and supplies - Arrange car service for daily, local travel - Manage the Dean's discretionary funds and general office budgets - Track travel and out-of-pocket expenses - Update and maintain the GEMs account and request reimbursement on the Dean's behalf Act as a communications specialist for the Dean, preparing a wide variety correspondence; ensure appropriate handling of confidential materials and information - Coordinate information flow, triaging emails and telephone calls for action and follow-up as appropriate - Compose memos and letters, as well as send emails on behalf of the Dean - Ensure complete and timely response to correspondence - Maintain the Dean's contact List - Operate at the highest level of confidentiality regarding personnel and financial matters and deftly manage unique situations with discretion - Prioritize both planned and unexpected matters that require attention and decisions of the Dean - Interpret requests and implement action, deciding whether the Dean should be notified of important or emergency matters - Act as a liaison between the Dean and other Harris and University executives and offices with tact, courtesy, and confidentiality Manage special projects as directed; provide support to the Dean on recently developed initiatives and new efforts - Plan and manage selected special events and project for the Dean - Proof-read and submit the Dean's research materials for publication - Provide monthly updates on the Dean's development activities and other special projects - Other duties as assigned

Unit Education: EDUCATION - Bachelor's degree required. - Minimum of two years of progressively responsible administrative experience required.

Unit Experience: EXPERIENCE - Strong technical skills evidenced by proficiency in common office productivity software applications (e.g., Outlook, Word, Excel, PowerPoint, Adobe Acrobat). - Experience composing written communications and editing and proofreading material written by others required. - Willingness to work flexible schedule to accommodate covering school events required. - Experience working with faculty recruitment in a University setting preferred.

Unit Job Function Competencies: COMPETENCIES AND SKILLS - Excellent verbal and written communication skills. - Excellent interpersonal and customer service skills. - Ability to handle public contacts with courtesy, clarity, and diplomacy. - Ability to handle sensitive and confidential situations and information with absolute discretion. - Ability to maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines. - Strong problem-solving skills. - Ability to use appropriate resources to resolve an issue. - Ability to follow an issue through to resolution. - Considerable skill in working both independently and as a team member. - Ability to take initiative and organize and complete projects with minimal supervision. - Proficiency with word processing applications and spreadsheets and databases.