Executive Assistant

About the role

This position will have primary responsibility for the daily administrative support functions for the Dean of the College of Arts, Humanities and Social Sciences (CAHSS). The position also serves in the role of Office Manager for the Dean’s Office staff personnel, as well as the SHRA liaison/contact for the College of Arts, Humanities and Social Sciences' staff personnel.

Responsibilities

• Serves as the primary administrative support to the Dean of CAHSS. Interfaces daily with the Dean, Associate Deans and other administrative personnel, department/program heads, faculty and support staff of the College and University, and on a daily basis, the position assists in the implementation of the ideas/initiatives of the Dean as regards his/her management of the visionary/structural processes of the College.
• Interacts with personnel both internal and external to the College/University and assists the Dean/Associate Deans in implementing the organizational strategies of the College.
• The employee dependably conveys Dean’s Office objectives/priorities and assists CAHSS department personnel with the implementation of these priorities; reliably interprets and relays CAHSS /University policies and procedures; seeks and sustains key working relationships with CAHSS /University personnel.
• Covers the Dean’s appointment/meeting calendar and monitors the flow of last minute requests/walk-ins that would serve to affect the Dean’s appointment/meeting schedule.
• Reviews paperwork submitted by CAHSS Dean’s Office/department administrators and faculty for accuracy and University compliance. This paperwork includes personnel/travel/budget/student-related documents.
• Serves as liaison for the College’s SHRA personnel as regards Human Resources requirements/procedures.
• Maintains constant interaction with the College’s chairpersons/program directors to ensure accurate interpretation and implementation of Human Resource policies and procedures, and assists the College’s department administrators with writing, finalizing and submitting work/job descriptions for the Colleges’s SHRA administrative staff, as well as with the appropriate advertisement/hiring paperwork as required by Human Resources.
• Participates in the strategic and long-range planning goals/objectives of the College, especially as concerns HR/SPA staff initiatives/implementations.
• Affords material & data collection, document preparation, fact-finding, etc., as regards strategic initiatives.
• Interacts with various administrative/faculty personnel within the University as well as business/agency personnel external to the University, potential vendors, students/parents, etc.
• Oversees the coordination and placement of student hires in the College via the Federal Work Study Program, and processes associated paperwork related to those program assignments.
• Drafts/submits letters of recommendation, application materials, etc., on behalf of the Dean’s Office for students applying for scholarships, fellowships, graduate school or employment.
• Serves as the College’s primary point of contact for the flow of information as regards the Banner Student Payroll and Banner Payroll procedures and leave/time submittal, and as required by the Dean and Human Resources, has responsibility for consistency in the dissemination of information to the College’s administrative personnel as regards SHRA policies and procedures.
• Carries out office managerial duties for the CAHSS Dean’s Office, and maintains the flow of work and information among the Dean’s staff. This responsibility entails more independence and oversight as regards coordination of staff employment processes, assessment of work experience and skill sets, work schedules, task requirements, to ensure timely completion of work assignments/deadlines. It also includes assessment and input as regards Dean’s Office staff employee evaluations. In addition, this role has responsibility for providing professional/career development initiatives/activities (i.e., workshops, mini-retreats, etc.) for the CAHSS SHRA staff. This staff managerial responsibility also extends to overseeing departmental need and requisite assignments of CAHSS temporary employees and associated paperwork, as well as determination/acquisition of required skills and training.
• Analyzes situations based on knowledge of the College and its activity, culture, and administrative/academic priorities, that may potentially impact the College, its administration, faculty, students and staff; and utilizing insight based on observation, base of knowledge and insight, the employee is able to work closely with the Dean’s Office administration to determine best course of problem resolution.

Qualifications

• Bachelor’s degree and prior program/project administration or office management experience; or high school diploma or equivalent and five years of progressively responsible administrative or secretarial/clerical experience; or completion of a two-year business administration/management program or secretarial science program and three years of progressively responsible administrative/management/secretarial experience.
• Excellent analytical and decision making skills, organizational and communication (verbal and written) skills, and willingness to learn and work as a team member.
• Ability to exercise independent judgment and exhibit maturity, show sensitivity to confidential functions of the Office, retain confidentiality, multi-task, take initiative, organize, and evaluate and process data.
• Proficient in Excel database and functions; Microsoft Word (or other word processing software); PowerPoint, email and Internet-related research navigation.
• Knowledge of College, University and State policies and procedures, mission of the College in relation to administering its objectives.