Administrative Assistant to Dean of College Liberal Arts and Education

Saint Xavier University•Chicago, IL

1d•Onsite

About The Position

Responsible for administrative support for the Dean of the College of Liberal Arts and Education (CLAE). Serves as the contact person between university divisions and external agencies and the Dean. Collaborates with College leadership (Dean and Division Directors) to advance the mission of the CLAE within the University. Provides administrative directions to advance the College’s strategic goals and its regular operation. Serves as a resource for CLAE faculty and staff. The nature of this position is highly confidential.

Requirements

Bachelor’s degree in business or related field
Excels in customer service across a broad range of constituencies within the University and the community
Ability to organize and think independently with attention to detail and deadlines
Ability to prioritize tasks and manage concurrent projects
Support for the Mission of Saint Xavier University and the Mercy Tradition’s value of service to others

Responsibilities

Provides comprehensive administrative assistance to the Dean and Division Directors, including correspondence with faculty, staff, university departments, and outside vendors.
Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
Schedules and coordinates Dean’s appointments and/or travel arrangements, and coordinates and oversees daily office activities.
Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
Performs office management tasks: ordering and organizing office supplies; logistical coordination for office initiatives and events, including mailings; assisting with building management requests; maintaining copiers and other office equipment, providing backup phone and staffing coverage; serving as a point person for administrative and operational needs of the CLAE.
Schedules, coordinates, and attends College and Leadership Committee meetings.
Prepares agenda and meeting documentation, records minutes, and posts all materials to Team Sites
Coordinates recruiting process for CLAE, including position requisitions, scheduling interviews, and collaborating with Human Resources relative to the hiring process.
Coordinates logistics of CLAE faculty offices, moving logistics, communication with faculty, and the procurement of new furniture and appropriate keys.
Maintains the highest degree of confidentiality regarding CLAE information.
Attend to CLAE projects and other responsibilities as designated by the Dean and Division Directors.
Provides essential support functions including calendar management support for the leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in the preparation and distribution of materials as necessary.
Responsible for the organization of CLAE Program Committees.