Executive Assistant to the Dean of the College of Arts and Sciences

Tracking Code885-280Job Description

The Executive Assistant to the Dean ensures the effective operation of the College of Arts and Sciences Dean’s Office and provides direct support to the Dean. The incumbent provides a wide array of support for detailed and confidential projects; including budgets, hiring, promotion and tenure, the annual review process, and other areas. The Executive Assistant provides mentoring and leadership for other administrative staff and works closely with other academic Executive Assistants and other personnel on campus. The Executive Assistant serves as the office manager and supervises staff and student workers in service to the goals of the Dean’s Office. The position requires initiative, independent judgment, and discretion in various duties.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Provide executive assistant support to the Dean of the College of Arts and Sciences.
• Ensure that identified priorities are addressed in a timely fashion, helping to ensure that the use of the Dean’s time is focused on critical, strategic issues.
• Manage the daily operations of the College of Arts and Sciences Dean’s Office, ensuring all deadlines are met and workflow is efficient.
• Process and manage an array of confidential materials, including correspondence, grievances, tenure and promotion portfolios, contracts and salaries.
• Administer and coordinate the Dean’s calendar.
• Plan the Dean’s travel and handle subsequent expense reporting.
• Coordinate the hiring of full-time faculty, adjunct faculty, and staff.
• Coordinate the Faculty Annual Review process.
• Manage the participation of the Dean’s Office in Sabbatical and Summer Grant processes.
• Write, produce, and distribute the monthly newsletter of the College of Arts and Sciences.
• Manage all financial paperwork through the Dean’s Office, including review, tracking and distribution through appropriate processes.
• Draft selected correspondence for the Dean’s signature.
• Coordinate all faculty development travel requests, including budgeting, documentation review, approval, tracking, distribution, and communication.
• Develop and manage spreadsheets for adjunct hiring, class assignment, and payroll.
• Manage all Dean’s Office budgets.
• Coordinate and facilitate the budget request process for more than 150 budgets within the College of Arts and Sciences.
• Coordinate special events, including receptions for Board of Advisors, retreats for Department Chairs, and other events as they arise.
• Plan and coordinate semi-annual advisory board meetings, including catering, communications with Board members, and providing summary minutes following each meeting.
• Collaborate with colleagues at partner institutions on special programs as needed.
• Advise department chairs, faculty and administrative staff on policies and procedures as needed.
• Conduct monthly meetings for administrative support staff in the College; provide training, support and mentoring.
• Supervise Dean’s Office administrative staff and student workers; coordinate staff evaluations.
• Perform other site- and position-specific functions as assigned.

Minimum Education: Bachelor's degree

Required Skills

• Managing a busy office at the Dean or VP level with a great deal of independence and responsibility, or an equivalent combination of training and experience

• Exceptional verbal and written communication skills as well as the ability to work independently and efficiently

• Highly developed organizational and multi-tasking skills
• The ability to prioritize and handle simultaneous projects independently while maintaining attention to detail
• The ability to learn the art of anticipating the Dean’s needs and requests prior to the need
• Excellent judgment and the ability to handle confidential information with sensitivity
• Strong interpersonal skills to facilitate effective work with a large and diverse group of faculty and staff
• Able to develop and maintain effective working relationships with all the Dean’s Office constituents, including but not limited to: students, faculty, staff, alumni, and advisory board members
• Strong computer and technological skills, as well as the motivation to explore and learn new technologies.
• Cultivates and maintains a broad working knowledge of the University and in-depth understanding with issues concerning the College of Arts and Sciences.
• Cultivates and maintains a broad working knowledge of the University and in-depth understanding with issues concerning the College of Arts and Sciences.

Required Experience

• A Bachelor’s degree in a related field is required
• Minimum of five years’ experience, preferably in a similar position, managing a busy office at the Dean or VP level with a great deal of independence and responsibility, or an equivalent combination of training and experience
• Significant experience with Word, Excel, and PowerPoint is required; knowledge of the University’s academic administrative software (Banner) is preferred.

Salary Grade: 6

Completed COVID-19 Vaccine status required

Job LocationDeLand, Florida, United StatesPosition TypeFull-Time/Regular