Special Assistant to the Dean of Libraries and Academic Innovation (LAI)

Job description


Job Description Summary:

The Special Assistant to the Dean of Libraries and Academic Innovation (LAI) will manage an extensive calendar; prepare briefs, agendas, and all related correspondence; be responsible for briefing reports and information gathering; conduct related research; prepare minutes and special reports involving relevant initiatives and objectives for the unit; prioritize activities, streamline workflow and communications; oversee all scheduling for the Dean and members of the leadership team; identify and develop systems to facilitate the smooth functioning of the Dean's activities. The Special Assistant has duties that include but are not limited to:

Scheduling and Meeting Preparation

  • Manage the Dean's calendar and time scheduling, including all business meetings and events, sending RSVPs, responding to meeting requests, making restaurant reservations, and inserting holds and information for personal meetings and events as directed by the Dean.
  • Schedule and organize logistics for group meetings of the Dean and Leadership team. Arrange conference lines for participants as necessary. Solicit agenda items, and arrange meeting locations, take minutes, and provide administrative support and follow-up on matters arising from meetings.
  • May represent the Dean at meetings when necessary.

Task Management, Advance Preparation, and Meeting Follow-up

  • Establish procedures for conducting daily administrative operations in accordance with department and university policies and procedure. Recommends administrative policy changes for approval by the Dean.
  • Maintain appropriate records and files instituting or enforcing accountability and confidentiality procedures according to nature of data.
  • Utilize knowledge and understanding of fundamental operational issues to assist in administrative problem solving, and assist in planning, developing, and implementing projects and programs.
  • Serve as main point of contact and coordinator for multiple projects headed by the Dean involving internal and external individuals, organizations, vendors, and other stakeholders.
  • Assist with event planning and logistics, including interactions with catering and setting up venue spaces for various events.
  • Create and and/or compile draft agendas and briefing material for upcoming Leadership meetings and retreats generated by the Dean of GWLAI, including creating visuals, memorandums, and handouts.
  • Ensure appropriate follow-up from all meetings, such as distributing meeting notes, flagging follow-up items, scheduling next steps, and facilitating progress on action items.
  • Assist visitors with directions to the office and welcome guests upon arrival.
  • Communicate with university administrators and staff, professional associations, and other individuals or groups to exchange information, enlist cooperation, and implement programs within the area of assigned duties.

Administration and Support Services

  • Manage the day-to-day administrative activities of the Dean for Libraries and Academic Innovation
  • Draft briefings, edit correspondence, such as memoranda, reports, emails, mass communications to external and internal constituencies, follow-up letters and other documents on behalf of the Dean to ensure excellence in all communication from the Office of the Dean.
  • Review incoming correspondence and delegates to appropriate department/individual; follow up, as appropriate, with staff to ensure the timely and accurate completion of tasks assigned by Dean.
  • Anticipate the needs of the Dean and use discretion when setting priorities to keep the leaders updated and aware of meetings, agendas, travel, upcoming events, incoming emails and letters, situations relating to the administrative office, campuses, employees and visitors.
  • Maintain strict confidentiality for all matters and issues, and share information strategically within and outside the office.
  • Order supplies for the office through the LAI purchase approval workflow.
  • Complete and submit project and event briefings to the Dean as necessary.
  • Arrange all travel logistics and reservations for Dean's business travel, including airfare, train fare, rental cars, hotels, and meeting/conference registration as applicable. Process reimbursements for all expenses incurred by the Dean and send for approval by applicable personnel.
  • Engage in search procedures to assist with planning and scoping recruitment of GW-Libraries and Academic Innovation key positions. Assist with their transition as needed and to ensure continuous improvement in the way we onboard new leaders.
  • Provide administrative support for other member(s) of the leadership team as assigned/directed by the Dean.
  • Along with the other members of the GWLAI team, models excellence and professionalism for the organization in attire, language, attitude, and demeanor.
  • Serves as the main point of contact for the Dean.
  • Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
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:
  • 2+ years of progressively responsible professional experience in related fields or an equivalent combination of training and experience related to the duties of the position
  • Ability to listen to visitors, such as students, staff, faculty, alumni, and to understand and respond positively to their requests
  • Experience and the ability to create and maintain databases, and basic technology experience to be able to troubleshoot issues related to LCD projectors or speakers
  • Self-motivation, organization skills, and detail orientation, with ability to manage multiple projects and achieve goals, and must possess demonstrated effective communication skills in all form - written, verbal, observational, presentation, and listening
  • Excellent interpersonal skills are required with the ability to interact with a diverse group of individuals both internal and external to the School
  • Strong skills in leadership, problem-solving, time management, and communication
  • Demonstrated ability to take initiative in identifying where support is needed and contributing to completing initiatives.
  • Proficiency with Google Drive applications including calendar, doc, sheets, forms and slides, Microsoft Office Suite software, database management, e-mail, and reports
  • Ability to interact effectively as a member of a team and work collaboratively with other departments
  • Ability to work without close supervision
  • Ability to work effectively under pressure, ambiguity, and conflicting goals
  • Positive, professional attitude
  • Willingness and availability to work evenings and weekends as necessary and to travel alone by public transportation, air and/or auto


Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: University Libraries Family Administration Sub-Family Administrative / Operations Stream Individual Contributor Level Level 2 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: 8 a.m. - 5 p.m., Monday through Friday 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:

Employer will not sponsor for employment Visa status

Internal Applicants Only? No Posting Number: S007419 Job Open Date: 07/11/2018 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. * What is your salary range expectation?
    (Open Ended Question)
  2. * Does the professional experience section of your resume include months?
    • Yes
    • No

Applicant Documents
Required Documents
  1. Resume
Optional Documents
  1. Cover Letter

Documents needed to Apply
Required Documents
  1. Resume
Optional Documents
  1. Cover Letter





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Job No:
Posted: 7/13/2018
Application Due: 8/15/2018
Work Type: