Executive Assistant to the Dean

Job Summary

Under the general direction of the Campus Dean, this position manages and supervises administrative services and special projects for the Waterbury Campus Office of the Dean. Provides extensive Senior Executive administrative support in a C-level executive office environment and analytical support to the Campus Dean in a wide variety of areas.

Duties And Responsibilities

• Acts as the point person for faculty, staff, other University constituents, and the community who support and/or interact with the Campus Dean on a day-to-day basis.
• Manages and coordinates workflow, communications, processes, and procedures for all work done in direct support of the Campus Dean.
• Participate in staff meetings to ensure that projects and issues are being handled in a timely manner.
• Serves as the gatekeeper and first point of contact for matters of administrative detail and resolves moderate and complex concerns/issues as they arise.
• Anticipates the needs of the Campus Dean to ensure optimal workflow and scheduling; exercises sound independent judgment in bringing information and issues to the direct attention of the Campus Dean and provides direct assistance or refers matters to others when appropriate.
• Manages the Campus Dean's time by prioritizing and scheduling appointments for the Campus Dean's calendar. Independently determines the importance of requested meetings and coordinates calendar(s) and complex schedules to accommodate the needs of the Campus Dean.
• Facilitates and assists in planning meetings, conferences, and events.
• Manages the Campus Dean's Office general communications, oversees the review of all incoming correspondence for appropriate routing and handling procedures, and/or prepares complex correspondence, reports, documents, and spreadsheets in connection with the Waterbury Campus.
• Prepare detailed briefing materials for the Campus Dean before meetings by providing pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
• Participate in campus meetings as requested for note taking, transcription, and tracking of assignments made to others for actions to be taken on the Campus Dean's behalf, ensuring that deadlines for responses are met.
• Acts as the administrative lead for the Campus Dean's Office and the campus in areas that relate to marketing, social media, and communications.
• Exercises independent judgment to perform special assignments as requested by the Campus Dean. Resolve, research, assess, and refer problems, often of a sensitive or confidential nature.
• Other various responsibilities of the incumbent may include extensive administrative support, authorization of purchases and payments (within prescribed limits of authority) using the Pro Card system (holder of the ProCard) within the University, scheduling of all travel arrangements, and the planning of travel itineraries for the Campus Dean (including the completion of accounts for the Campus Dean's travel, automobile mileage, and corresponding reimbursement).
• The incumbent will assist with campus events in a senior administrative capacity, oversee and maintain the Campus Dean's Office filing system, and screen telephone calls and visitors.
• Performs some HR-related duties.
• Performs related duties as required.

Minimum Qualifications

• Bachelor's degree and three to four years of related experience.
• Demonstrated interpersonal and organizational skills.
• Demonstrated written communication skills.
• Experience managing multiple tasks and projects with deadlines in a busy environment.
• Experience working independently with minimal supervision, collaboratively, and as a facilitator in a team environment.
• Experience working with all Microsoft Office programs and applications, particularly Microsoft Word, Excel, Teams, and Outlook.

Preferred Qualifications

• Experience coordinating large and/or complex projects.
• Experience working in a higher education environment.
• Demonstrated experience engaging with community stakeholders and effectively connecting them with higher education faculty, staff, and on-site programs.