SF01215

Executive Assistant II (GSO)

108612

1.00

Non-Exempt

Professional Staff

Non-Union Non-Classified Staff

8

Expected Hiring Range = $50,000 to $65,000

Calendar Year, Full-time, Permanent

GSO Dean

Please note: Job applications must be submitted directly online only at: (https://jobs.uri.edu)

Kingston

No

APPLICATION DEADLINE: The search will remain open until the position has been filled. First consideration will be given to applications received by February 12, 2022. Second consideration may be given to applications received by March 12, 2022. Applications received subsequent to second consideration date (March 12, 2022) may not be given full consideration.

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BASIC FUNCTION:

Serve as executive assistant to the Dean of the Graduate School of Oceanography, providing critical administrative support. Perform private confidential administrative duties of a complex and responsible nature.

Carry out objectives established by the Dean. Understand goals, objectives, and strategies related to assignments and assist the Dean in their successful implementation and oversight of the Narragansett Bay Campus and Graduate School of Oceanography. Provide executive-level administrative support to the Dean performing organizational and office management responsibilities requiring a strong working knowledge of the functions and policies of the University, a high degree of technical and office management skills, professionalism, customer service, confidentiality, and efficiency while maintaining the policy-level focus of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Assist the Dean in carrying out administrative responsibilities. Research and troubleshoot issues needing resolution on the Narragansett Bay Campus and at the Graduate School of Oceanography.

Provide confidential administrative services, including the following: arrange and schedule meetings; prepare and format reports, correspondence, speeches, and related materials; make travel arrangements, as needed; draft and respond to routine correspondence; prepare and maintain spreadsheets.

Effectively manage the calendar for the Dean to provide the most strategic and efficient use of time at meetings and events, and to ensure that the Dean and any designee(s) are appropriately briefed for all occasions on a timely basis.

Provide administrative support for the Dean including the preparation and posting of meeting agendas, meeting materials, and minutes from events including but not limited to Faculty and Senior Staff meetings.

Serve as liaison to the members of the GSO Advisory Council, as well as various university and government offices. Prepare and provide correspondence, meeting agendas, meeting materials, and minutes for GSO Advisory Council Meetings. Research and provide background information on various issues as requested by members of the Council.

Effectively manage the Dean’s office workflow involving hiring, training, and the supervision of all new employees, including faculty, by working with the Dean to assign mentorship to respective Directors, Assistant and Associate Deans or cognizant personnel. Establish and maintain all business records, offer letters, and files associated with new and existing employees in conjunction with the GSO Business Manager.

Effectively manage Promotion and Tenure (P&T) and Sabbatical processes, procedures, related materials, and correspondence in conjunction with the Associate Dean of Academic Affairs and/or Chair of the Promotion and Tenure Committee. Research and draft written responses and, when appropriate, review communications prepared by others for the P&T and Sabbatical Chair’s signature. Review outgoing Promotion and Tenure and Sabbatical related office correspondence, letters, etc., for procedural, grammatical, and factual accuracy and revise as directed by the Chair of the Promotion and Tenure and Sabbatical Committees and Dean. Draft original or adapted letters for the Dean’s signature. Greet visitors and disseminate information to a diverse constituency. Exhibit a high degree of tact and sensitivity, engaging directly with the public, students, faculty, staff, and officials (within and outside the University) on behalf of the Dean.

Perform administrative duties, such as answering phones, opening mail, filing, and related Dean’s office organization, etc.

Prioritize responses to correspondence, phone calls, and various issues, thereby minimizing demands on the Dean’s time, allowing them to focus on broader and more critical issues.

Provide open, timely, and effective communication, keeping the Dean abreast of salient matters and providing sound information to support decision making as it relates to GSO policy.

Assist in responding to issues presented to the Dean and GSO by individuals and organizations from within and outside of higher education. Serve as liaison and facilitator to the Dean and GSO in terms of troubleshooting various issues and providing referral to the appropriate individual or university unit and subsequent follow-up when necessary.

In consultation with the Dean and Business Manager, as needed, assist in the preparation and administration of the Narragansett Bay Campus and Graduate School of Oceanography’s budget(s) package(s). Develop and maintain office files and budget records and ensure their confidentiality.

Work in collaboration with the Dean’s Office staff to foster the mission and goals of the Narragansett Bay Campus and Graduate School of Oceanography.

Maintain and administer GSO’s annual administrative calendar, which identifies all recurring deadlines requiring action.

Liaise, as needed, with Federal, state, Congressional, international etc. dignitaries and officials.

Maintain confidentiality and security of confidential material.

Analyze and resolve routine, daily matters as they come into the office.
OTHER DUTIES AND RESPONSIBILITIES: Perform other duties and responsibilities as assigned by the Dean or Dean’s designee, and as required. LICENSES, TOOLS AND EQUIPMENT: Personal computers, printers, Office Suite, Google Workspace, eCampus, Interfolio, fax and copying machine, calculator.

REQUIRED:

1. High school diploma or GED.

2. Minimum five years of progressively responsible experience in the capacity of administrative assistant in a complex professional environment.

3. Demonstrated time management and organizational skills in a multiple priority environment.

4. Demonstrated computer skills (word processing, spreadsheet, database and communications).

5. Demonstrated supervisory experience and ability to keep other work group members on track.

6. Demonstrated ability to maintain confidentiality.

7. Demonstrated ability to work in a culturally diverse environment.

8. Demonstrated ability to multi-task in a dynamic and deadline-driven environment.

9. Demonstrated presentation skills.

10. Demonstrated strong interpersonal and verbal communication skills.

11. Demonstrated proficiency in written communication skills.

12. Demonstrated attention to detail and ability to edit written communication.

13. Demonstrated critical thinking skills.

14. Demonstrated ability to work independently.

15. Demonstrated familiarity with the mission and goals of the University or equivalent institution.

16. Demonstrated ability to work with diverse groups/populations.

PREFERRED:

1. Associate’s degree.

2. Demonstrated experience working in a higher education environment.

3. Demonstrated working knowledge of Robert’s Rules of Order, Open Meetings Act and Access to Public Records Act.

4. Demonstrated familiarity with oceanographic institutions, organizations and collaborative partners.

5. Demonstrated knowledge of protocols and practices associated with dignitaries and public officials.

6. Demonstrated knowledge of University policies and timeframes associated with the promotion of faculty, lecturers, research faculty, and marine research scientists.

7. Demonstrated knowledge of the functions of the URI Foundation and Alumni Engagement, gift, and data processing.

8. Demonstrated understanding of the major functional units associated with the operation of a satellite campus.

9. Demonstrated experience in pre- and post-extramural grant management, administration, and funding sources.

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ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.

The incumbent is not substantially exposed to adverse environmental conditions.

01/12/2022

Please attach the following 3 (PDF) documents to your online Employment Application:
(#1) Cover letter.
(#2) Resume.
(#3) “Other Document-References” – the names and contact information of three professional references (pdf doc).

https://jobs.uri.edu/postings/9214