Executive Assistant to the Dean of the College of Engineering

Lewisburg, PA
Jan 23, 2018
Executive Administration Jobs
Position Type
Tenured & Tenure-Track
Institution Type
Four-Year Institution
The Executive Assistant to the Dean provides high-level administrative support to the Dean of Engineering, including managing and coordinating the Dean's calendar, meeting schedule, travel, and correspondence as well as assisting the Dean in the execution of projects, initiatives, and events related to the Dean's Office. The Executive Assistant provides support for high priority initiatives identified by the Dean and led by the Associate Deans and is responsible for timely communication to and from the Dean and the Dean's Office. This position handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment.

The ideal candidate is dynamic, discreet, high-energy, organized, flexible, able to support cross-functional coordination in a fast-paced environment, and possesses excellent judgment. S/he is required to be available during regular business hours, and as needed, evenings and weekends, to provide support and assistance to the Dean of Engineering and other members of the Dean's Office.

Duties include, but are not limited to:
• Coordinate projects and tasks and manage workload as needed in support of the Dean of Engineering and to assist the Operations Administrator in coordinating work for the Engineering Administrative Assistant.
• Maintains confidentiality and discretion at all times and frequently functions independently when called upon to make accurate, and timely decisions, including forwarding questions and requests to the appropriate Associate Dean, faculty member, or staff member.
• Assists with the Dean's workload by screening interactions with the Dean and proactively following up with continuing items with minimal supervision. Provides project management support to the Dean, including organizing and scheduling activities and events, and assisting in their execution and the evaluation of results.
• Uses independent judgment to keep the Dean informed of all matters that require his/her attention, including matters that require urgent decisions with minimum redundancy of effort and discussion.
• Anticipates the Dean's needs and proactively brings together appropriate people and resources to support the Dean in addressing issues.
• Coordinates and prepares presentations, communiques, and on occasion responding to various constituencies on behalf of the Dean including, but not limited to, developing initial drafts and editing communication materials.
• Maintains confidential records for the Dean concerning university and college committee meetings, department reviews, faculty retention, tenure, promotion, and merit reviews, administrative reviews, and student information and search committees.
• Prepares the Dean for internal/external meetings by preparing background information on organizations and individuals; preparing agendas, briefing materials, and status reports; and compiling relevant materials.
• Coordinates the implementation of communication strategies for the College of Engineering and serves as a liaison with the Office of Communication in developing engineering publications and social and web media that promote the College's mission, values, and key programs with alumni, parents, friends, and other constituents. Coordinates communication and marketing activities.
• Supports the Dean with his/her research activities, including student and staff communications, research-related travel, and coordination of meetings with research sponsors and collaborators.
• Prepares travel arrangements including, but not limited to, travel planning, reservations, itinerary preparation and publishing, coordinating campus visit arrangements, and manages reimbursements as appropriate.
• Assists with business and financial areas as needed including, but not limited to, balancing and preparing financial account summaries and financial information on a monthly basis for college level budgets.
• Coordinates tasks and works collaboratively with Dean's Office staff to ensure smooth operations and effective support of engineering events, particularly large events such as Open Houses and Engineers Week activities.
• Stays up-to-date with advances in office and media technology and software as related to the duties of the position.
• Processes purchase orders, student payroll, travel reimbursements, and other financial paperwork.
• Provides support, as needed, to college committees including scheduling meetings, preparing agendas, and disseminating meeting minutes.
• Support Bucknell's diversity plan with a demonstrated commitment to diversity and inclusion.
• Assists the Dean with preparation for ABET reviews as required for the College's accreditation process.

Minimum Qualifications:
• A minimum of 5 years of strong administrative experience in a dynamic work environment.
• Proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.
• Demonstrate effectiveness in managing multiple work assignments simultaneously, often under strict deadlines.
• Experience in collaborative efforts.
• Demonstrated ability to routinely and independently exercise sound judgment in making decisions regarding workload in situations in which direction and/or precedents may not be available.
• Excellent communication skills and ability to communicate with discretion, diplomacy, and tact.
• Demonstrated ability to synthesize ideas in a succinct and compelling manner.
• Demonstrated ability to compose written information in a clear, well-structured, and grammatically correct manner.
• Strong computer skills required including knowledge and application of Microsoft Word, Excel, PowerPoint, and Dreamweaver.
• Demonstrated ability to adapt to changing technology.
• Understanding of social media and adeptness at social media tools.
• A high school diploma or equivalent.

Preferred Qualifications:
• Familiarity with academic work environment including software and technology common in higher education.

Bucknell University provides equal opportunity without regard to race, color, gender, gender identity, gender expression, sexual orientation, age, religion, national or ethnic origin, marital status, veteran status or disability in admissions, employment and in all of its educational programs and activities.

Bucknell University is a private, highly selective, unique national University where liberal arts and strong professional programs in engineering, business, education and music complement each other. We seek candidates who are committed to Bucknell's efforts to create a climate that fosters the growth and development of a diverse student body, and we welcome applications from members of groups that have been historically underrepresented in higher education. Bucknell is a NCAA Division I (FCS) and Patriot League member institution that sponsors 27 varsity athletics programs. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an architectural gem that has been ranked as one of America's best small towns. The Lewisburg area offers a unique combination of outdoor recreation opportunities, and appealing amenities such as art galleries, an art deco theater, historic museums, and charming independent boutiques and restaurants. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C.