Executive Assistant to the Dean

US-NJ-Princeton

Job ID: 2021-13236
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Executive Assistant to the Dean provides high-level administrative support to the Dean of the School of Architecture (SoA). The position reports to the Dean and the School Administrator/Department Manager and serves as a key contact on administrative issues for the School.

This position supports the Dean by coordinating meetings and keeping the Dean’s calendar, collecting and disseminating information, preparing reports, maintaining records and completing special projects as assigned. The incumbent also manages the process for faculty recruitment, appointment and promotion, and ensures all documents for Dean of Faculty appointments are submitted accurately and timely. The Assistant coordinates School events and meetings (faculty, committees) and associated responsibilities. It is important for the Executive Assistant to anticipate needs and gather information prior to presenting issues to the Dean.

The incumbent will make decisions based on priorities established with the Dean. Once the priorities are established, the Executive Assistant will use excellent judgment and discretion in representing the Dean both internally and externally. The position also serves as a primary resource to internal and external offices.

Responsibilities

Administrative Assistance to the Dean:

Organize the Dean's complex calendar, schedule meetings and appointments, and provide all necessary background information and documentation to ensure the Dean is prepared and informed;
• Maintain dean's office timetable of all School activities and University deadlines; develop and maintain systematic follow-up systems to insure that deadlines are met and information or material required from other offices is received on a timely basis
Answering phone calls for the Dean;
• Draft written correspondence on behalf of Dean, minutes and other materials as needed; draft and edit speeches, reports or manuscripts for organization, structure, and style;
Collect and disseminate information, and maintaining records;Communicate, organize and implement policies and decisions of the DeanIdentify and compile materials for meetings and reports, often of a confidential and sensitive nature;Research, compile and analyze data, statistics and other information and complete special projects as assigned;Review incoming mail and email; sort as to importance and priority; obtain and add background material to facilitate action; check dates of requested future commitments; draft communications and answers or refer to others for response and maintain appropriate follow-ups; coordinate daily errands of mail to be hand-delivered to other units; sort, screen, and distribute dean's correspondence directing matters to appropriate persons for action or follow-up.
• Make all travel arrangements for the dean, prepare itineraries, and compile all necessary files and materials for trips;
• Serve as a primary resource to internal and external offices, visitors, and alumni;
• Work with SoA staff in a collaborative manner and provide coverage as needed.

Faculty-related administration (recruitment, appointment and promotion and related Dean of Faculty activities/actions):

• Monitor Dean of Faculty deadlines for various requirements as it relate to the department
• Coordinate faculty reappointments and promotions including preparation of time-line, gather and distribute relevant documents and prepare files for submission to the DOF
• Manage the faculty searches application process which includes placement of advertisements; coordinate candidate visits; handle correspondence; schedule meetings for interviews, search committee and faculty discussions; maintain faculty search website; process expense vouchers for candidates and track total expenditures
• Coordinate faculty salary review including requests for Activity Reports and CVs, monitor due date and prepare forms for submission to DOF
• Coordinate faculty meetings including organize meetings schedule, prepare agenda, record and distribute meeting minutes

Meeting and Events Management:

• Coordinate Advisory Council and Accreditation visits including coordination of meetings, prepare draft of Council report, reappoint council members and appoint new council members, handle correspondence and related logistics
• Plan, coordinate, and communicate the activities of faculty meetings and executive committee meetings (or other leadership group) by scheduling meetings, creating agendas, taking minutes and following up on assigned committee tasks to ensure they are completed and communicated
• Manage departmental events
• Coordinate faculty meetings including organize meetings schedule, prepare agenda, record and distribute meeting minutes

Other School-related Administrative Support:

• Manage space allocation for researchers and visitors;
• Update and monitor SoA website regarding information regarding faculty and visitors, post relevant news and special events;
• Coordinate and prepare draft of annual President’s Report with input from the Graduate and Undergraduate offices;
• Assist Department Manager in projects and duties as needed;
• Work with other colleagues in the department as a team and provide coverage when necessary

Qualifications

• A bachelor's degree in an appropriate discipline or an equivalent combination of education and experience is required;
• A master’s degree is highly preferred
• At least 4-5 years of related experience is necessary;
• Excellent oral and written communication skills;
• Demonstrated editing and writing experience are necessary;
• Exceptional judgement and organizational skills;
• Ability to be well-organized, thoughtful, collegial, independent, and team-oriented as well as the ability to multi-task and have a “big picture”
• Ability to exercise discretion in handling confidential information;
• Demonstrating the highest level of professionalism in welcoming and assisting all constituents;
• Proactive and exceptional problem-solving skills;
• Flexible and must be adaptive to changing needs and priorities;
• Proficient computer skills using Microsoft Office applications, web and email required; and knowledge of and experience with database and presentation software and technology

Preferred:

• Knowledge of Blackboard and PeopleSoft;
• Knowledge of Prime, including Marketplace;
• Technically astute in learning various software systems (e.g. Roxen, Drupal, etc.) and maintaining website;
• Experience working in an academic department (humanities/arts) within higher education

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

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