Special Assistant to the Dean

Oct 07, 2017
Institution Type
Four-Year Institution


Job Description Summary:

The Milken Institute School of Public Health is seeking Special Assistant to the Dean to serve as the administrator of operations and as primary administrative contact/coordinator for the School's Dean and Senior Advisor.

Responsibilities include:

• Provides administrative support to the Dean to include managing schedule/calendar, screening and handling telephone communications, preparing and briefing the Dean and Senior Advisor daily for all upcoming meetings and weekly events.
• Provides administrative support to the School's Dean and Senior Advisor, which requires significant discretion and professionalism in dealing with confidential information on faculty and staff; also serves as primary administrative liaison to GWSPH Department Chairs.
• Coordinates and plans the Dean's multiple travel schedules, organizes travel arrangements and processes travel expenditures and reimbursements.
• Manages all of the Dean's commitments to include scheduling, briefing documents, reports, conducting research on behalf of the Dean and ensuring information is provided to the Dean well in advance of a meeting.
• Provides management support to senior-level GWSPH committees, to include providing feedback on matters that impact the School's operations. Keeping track of outcomes as well as follow up required by the attendees and other designees.
• Serves as a project manager by facilitating and directing administrative initiatives that impact the School's operations. This includes but is not limited to working with the Senior Advisor to manage relationships across the school with the other receptionists and administrative staff, managing the School wide calendar to keep track of all organizational initiatives, works closely with the receptionist for the 7th floor and all other receptionists across the school to set expectations around service, administrative processes, and general school-wide practices.
• Works closely with GWSPH finance team to ensure budget targets for the Dean's office and partners with this group to run the operations of the Dean's Office.
• Works with partners throughout the school to manage high priority events for the Dean's office which may include development activities and other events that are collaborations with partners here at the University. Ensures every aspect of an event is accounted for and communicates regularly with relevant groups to ensure cohesion. Coordinates and participates in planning special events, to include chairing meeting, handling logistical activities, and related tasks.
• Supervises the receptionist to ensure clear expectations are set related to the day to day running of the office. Partners with Dean's office staff in making decisions related to space allocation etc.
• Utilizes knowledge and understanding of fundamental operational issues to identify issues, analyze alternatives, prepare detailed recommendations and assist in planning, developing and implementing projects and programs at the direction of the Senior Advisor.
• Serves as the School's primary administrator in ensuring the Communications group updates the website with the most relevant information. Ensures the School-wide schedule as well as informational screens throughout the school have the most relevant information.
• Serves as a point of escalation for the Senior Advisor in their absence.
• Coordinates and/or conducts information technology training sessions for School staff regarding the use of software programs, developing databases, installing software and hardware, documenting and maintaining IT procedures, and similar tasks.
• Partners with other Dean's office staff to coordinate and oversee logistical support activities related to space utilization to include scheduling of common spaces.
• Performs special project assignments that impact GWSPH operations and staffing.
• Enhances professional knowledge and skills by attending seminars/workshops and reviewing published literature.
• Ensures that subordinate staff knowledge and skills are properly enhanced through in-service and/or external training.

Minimum Qualifications:

Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization plus 2 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

Master's degree preferred.

Three years of experience in an academic setting is strongly preferred.


Campus Location: Foggy Bottom College/School/Department: Milken Institute School of Public Health (SPH) Family Administration Sub-Family Administrative / Operations Stream Individual Contributor Level Level 2 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Department Specific Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Internal Applicants Only? No Posting Number: S006729 Job Open Date: 10/06/2017 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).
  1. * Briefly describe your experience in providing executive-level support.
    (Open Ended Question)
  2. * What part of this job will be different from everything you have done in your career? How will you work to bridge the gap between your skills and the expectations for this job?
    (Open Ended Question)
  3. * What will be the first steps you will take in organizing your work? What strategies do you find to be the most successful in keeping track of multiple priorities? Provide an example of when you effectively prioritized multiple obligations.
    (Open Ended Question)
  4. * Provide an example of when you were able to implement changes for the betterment of the organization and took personal ownership of an initiative that wasn't directly delegated.
    (Open Ended Question)
  5. * Give an example of when you were responsible for overseeing operations of a department or another entity. What strategies did you use to analyze business operations?
    (Open Ended Question)
  6. * When you started new positions in the past, how did you develop relationships, build rapport and establish trust with various individuals and groups? What did you learn from making mistakes in that area?
    (Open Ended Question)

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3

Documents needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3