This job has expired

Executive Assistant to the Dean (Administrative Program Support 3)

You need to sign in or create an account to save a job.

Job Details

Search #: 496016
Work type: Full-time
Location: Storrs Campus
Categories: Administrative Services

JOB SUMMARY

The UConn Library is seeking an Executive Assistant to the Dean to enhance the effectiveness of the Dean and Senior Leadership by providing direct administrative support and managing the day-to-day business functions of the Office of the Dean. The focus of the position is on administrative support, coordination and dissemination of information, and managing the daily business operations within the Office of the Dean. Reporting to the Dean, the successful candidate will be a self-starter with a high level of demonstrated interpersonal, communication, and organizational skills. Strong professional judgment and the ability to maintain confidentiality are essential.

Along with all UConn Library personnel, the successful candidate will make a positive contribution to a culture of inclusion and respect in all interactions within the library and across the university and exemplifies the UConn Library values of kindness and trust, curiosity and inquiry, equity and inclusion, and having fun.

DUTIES AND RESPONSIBILITIES

  1. Provides executive assistant level support for the Dean; including scheduling/calendaring, meeting coordination, timekeeping, and serving as the designated contact and representative for the Dean to the university and other external agencies with authority to make decisions within established practice and policies. Frequently communicates with other university offices and/or outside agencies to request or provide information. Makes Office of the Dean decisions in the absence of the Dean.
  2. Independently composes, prepares, and/or edits correspondence and reports containing information that requires thorough knowledge of policies, procedures, or data sources. Provides information to the Dean in collaboration with library communications staff; develops documents, text, data, and graphics appropriate to project needs. Routes and signs Dean’s name to correspondence; independently composes letters on behalf of the Dean.
  3. Assists the Dean in cultivating donor relationships through correspondence and coordination of donor stewardship, receptions, and events. Serves as the primary FELIX designee for the UConn Library.
  4. Assists in the preparation of fiscal reports, developing monthly calendars, and written reports on behalf of the Dean.
  5. In coordination with the Director of Organizational Effectiveness, provides administrative support for the Library’s Promotion Review Advisory Committee.
  6. Provides administrative support for Senior Leadership, including scheduling/calendaring and assisting with other administrative matters. Screens correspondence, records, and other documents for appropriate action and works with Senior Leadership to determine proper response or to resolve problems; makes referrals as appropriate.
  7. Prepares and conducts weekly operational staff meetings for the Associate Dean. Disseminates information and clarifies procedures.
  8. Manages the daily workflow of the Office of the Dean in accordance with established policies and procedures, making assessments and recommendations for improvements as needed. Responds to requests for information and provides assistance in solving a wide variety of problems, some of which are new and unusual and require interpretation, judgment, and initiative. Monitors office supply inventory and coordinates maintenance for office equipment. Serves as supervisor for the Office of the Dean student employees.
  9. Manages the maintenance of complex filing systems and record-keeping, including the UConn Library’s student employment records and centralized filing for the Office of the Dean. Provides historical reference for Library Administration by developing and utilizing filing and retrieval systems.
  10. Provides necessary services for public programming on behalf of the library. These include providing support for Dean-sponsored events and logistical services for other area/unit-sponsored events and functions.
  11. Provides UConn Library staff-facing support for Event Management System reservations and bookings.
  12. Independently organizes and processes the logistical needs and memberships for the Provost’s Library Advisory Committee, Dean’s Library Council, Library Advancement and Donor Stewardship, UConn Collections Collaboration, Dean’s Weekly Debrief, and All-Staff Forums. Responsible for recording and disseminating meeting minutes, managing the web presences, teams’ workspaces, and communication lists.
  13. Stays abreast of changes to university policies and procedures and provides education and outreach in regard to updates.
  14. Independently plans, organizes, and implements special projects as needed.

Shared Expectations for All Library Staff

  • Participates in planning and actively contributes to Area and Unit priorities, initiatives, and operations through collaboration and cooperation.
  • Demonstrates reliable and effective written and verbal communication and interpersonal skills.
  • Demonstrates active learning in and communication of ongoing trends and developments related to professional and positional responsibilities.
  • Works effectively in current office applications, software, and communication tools as set by the UConn Library and the University of Connecticut.
  • Exhibits appreciation of, sensitivity to, and respect for a diverse working environment, inclusive of social, economic, cultural, ideological, gender, racial, and ethnic backgrounds.
  • Performs duties parallel to position responsibilities as required.
  • Shared Expectations for Student Supervisors

    1. Hires, schedules, trains, and supervises student employees.
    2. Determines work assignments and provides feedback to each student employee.
    3. Approves student timecards and resolves time reporting and/or student payroll issues in a timely manner.
    4. Manages student employment budget, providing allocation requests and ensuring student payroll expenditures remain within the approved budget.
    5. Maintains current student employee personnel records.
    6. Adheres to the policies and procedures as outlined in the UConn Library Student Employee Handbook and the UConn Student Employment Guide.

    MINIMUM QUALIFICATIONS

    1. Bachelor’s degree.
    2. Minimum of three years related professional experience.
    3. Demonstrated understanding of the principles of diversity, equity, and inclusion and ability to work collaboratively with individuals of diverse backgrounds, experiences, and perspectives.
    4. Demonstrated commitment to customer service and strong interpersonal, oral, and written communication skills.
    5. Demonstrated aptitude for accurate, organized, detail-oriented work.
    6. Ability to identify problems and implement solutions both collaboratively and independently.

    PREFERRED QUALIFICATIONS

    1. Supervisory experience.
    2. Extensive experience with report and presentation creation, including charts, graphical representation of data, and presentation slide design.
    3. Experience with content management systems and web content creation.
    4. Extensive experience with Microsoft Office Suite, especially Outlook calendaring, Excel spreadsheet creation, SharePoint, and Teams management.
    5. Demonstrated time management skills, with the proven ability to prioritize responsibilities and manage change.
    6. Experience in an academic or library setting.

    About UConn

    UConn is one of the top public research universities in the nation, with more than 30,000 students pursuing answers to critical questions in labs, lecture halls, and the community. Knowledge exploration throughout the University’s network of campuses is united by a culture of innovation. An unprecedented commitment from the State of Connecticut ensures UConn attracts internationally renowned faculty and the world’s brightest students. As a vibrant, progressive leader, UConn fosters a diverse and dynamic culture that meets the challenges of a changing global society.

    The main 4,400-acre campus is set in a university town located in the heart of Connecticut; approximately a half hour’s drive from Hartford, 90 minutes from Boston, and 3 hours from New York City. Storrs offers New England village charm, with outstanding recreational facilities and open space initiatives, farm-to-table agricultural communities, and excellent public schools.

    The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty, and staff. The diversity of students, faculty, and staff continues to increase, as does the number of honors students, valedictorians, and salutatorians who make UConn their top choice. More than 100 research centers and institutes serve the university’s teaching, research, diversity, and outreach missions, leading to UConn’s ranking as one of the nation’s top public research universities.

    UConn’s faculty and staff are a critical link to fostering and expanding our vibrant, multicultural, and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities, and members of traditionally underrepresented populations.

    APPOINTMENT TERMS

    This is a full-time position based in Storrs, Connecticut. The University offers a competitive salary, outstanding benefits, including employee and dependent tuition waivers at UConn, and a highly desirable work environment. Salary is dependent upon education, qualifications, and experience.

    TERMS AND CONDITIONS OF EMPLOYMENT

    Employment at the University of Connecticut is contingent upon the successful candidate’s compliance with the University’s Mandatory Workforce COVID-19 Vaccination Policy. This Policy states that all workforce members are required to have or obtain a Covid-19 vaccination as a term and condition of employment at UConn, unless an exemption or deferral has been approved.

    Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

    TO APPLY

    Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #496016 to upload a detailed resume, cover letter, and contact information for three (3) professional references. Candidates must address in their cover letter and/or resume how their candidacy meets the position responsibilities, minimum qualifications, and preferred qualifications (if applicable). Incomplete applications will not be considered.

    Nominations and inquiries should be sent in confidence to [email protected]. To ensure full consideration, inquiries and applications should be submitted by February 9, 2022.

    This job posting is scheduled to be removed at 11:55 p.m. Eastern time on February 9, 2022.

    The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University’s teaching, research, diversity, and outreach missions, leading to UConn’s ranking as one of the nation’s top research universities. UConn’s faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

    Advertised: Jan 20 2022 Eastern Standard Time
    Applications close: Feb 09 2022 Eastern Standard Time

    Organization

    Working at UCONN

    The University of Connecticut is a national leader among public research universities, with more than 30,000 students seeking answers to critical questions in classrooms, labs, and the community. A culture of innovation drives this pursuit of knowledge throughout the University’s network of campuses. Connecticut’s commitment to higher education helps UConn attract students who thrive in the most competitive environments, as well as globally renowned faculty members. Our school pride is fueled by a history of success that has made us a standout in Division I athletics. UConn fosters a diverse and vibrant culture that meets the needs and seizes the opportunities of a dynamic global society.

    Find Us
    Website
    Telephone
    860-486-3034
    Location
    9 Walters Avenue
    Storrs
    Connecticut
    06269
    United States
    You need to sign in or create an account to save a job.

    Get job alerts

    Create a job alert and receive personalized job recommendations straight to your inbox.

    Create alert