Administrative Assistant to the Dean

Boston College • Newton, MA

1d • $31 - $39

About The Position

Reporting to the Dean of the Law School, the Administrative Assistant is an important member of the Law School staff and often serves as the first point of contact for visitors to the Dean’s Office and the Law School. The Administrative Assistant interfaces with many constituents on behalf of the Dean and broadly supports the launch of new initiatives as needed. This position provides administrative support to the Dean and Associate Deans on a wide range of tasks and projects. The Administrative Assistant is responsible for managing the day-to-day operations of the Dean’s Office and certain central functions of the Law School, interacting daily with the Dean, Associate Deans, faculty, students, visitors, and other university departments.
Primary responsibilities include managing the Dean’s calendar and travel arrangements; processing the Dean’s expense reports; handling phone calls and greeting visitors; opening and prioritizing mail; generating the Dean’s correspondence; and disseminating school-wide information. The Administrative Assistant also assists with planning and supporting select events, including faculty meetings, staff meetings, committee meetings, and other events as directed by the Dean.
The Administrative Assistant assists the Dean in the faculty hiring, promotion, and tenure processes, acting as a liaison to the Appointments Committee and the Promotion and Tenure Committee chairs by compiling materials, making travel arrangements, and scheduling interviews and presentations. The Administrative Assistant oversees office management for the Dean’s Office and completes other administrative projects as needed.
The role also supports the Senior Associate Dean for Strategic and Student Affairs on matters related to Character and Fitness and performs biographical, market, and other research as needed in support of the Dean’s strategic initiatives.

Requirements

• Bachelor's degree is strongly preferred
• 2-3 years of related administrative support experience is required, preference for experience in higher education administration
• Demonstrated advanced-level experience using standard office software applications, e.g. Microsoft Office, Google Workspace, Adobe, on-line calendars, databases, etc.
• Proficient in use of standard office technology, e.g. phone, video conferencing, fax, copier, scanner, projector, etc.
• Strong organizational and project management skills, extremely detail oriented.
• Ability to work independently or as part of a team, be a self-starter and think creatively.
• Demonstrated problem-solving and critical thinking skills.
• Ability to work in a fast-paced environment.
• Outstanding interpersonal and communication skills, both written and oral.
• Skilled in independently composing letters, memos, reports, and other written communication materials, for a variety of audiences, using correct spelling, grammar, punctuation, composition, text editing, and proofreading skills.
• Experienced in recording meeting minutes.
• Ability to manage complex calendaring.
• High degree of professionalism and the ability to manage responsibilities with tact and patience.
• Excellent customer service skills.
• Ability to act as a public-facing institutional representative.
• Experienced in making complex travel arrangements and preparing itineraries.
• Discretion and ability to handle personal and confidential matters.

Responsibilities

• Provide administrative support to the Dean and Associate Deans.
• Manage the day-to-day operations of the Dean’s Office.
• Manage the Dean’s calendar and travel arrangements.
• Handle phone calls and greet visitors.
• Gather information and troubleshoot issues for the Dean.
• Triage situations and notify the Dean as appropriate.
• On behalf of the Dean, initiate verbal and written communication with internal and external constituencies of the School.
• Open and prioritize mail.
• Generate Dean’s correspondence and disseminate school-wide information.
• Prepare travel and expense reports for the Dean.
• Assist in the preparation and mailing of adjunct letters and faculty summer research letters
• Assists the Dean in the faculty search process and with other faculty actions.Coordinates travel plans for prospective candidates.
• Maintain employee database and manage various school directories and listserv groups.
• Place work orders as needed
• Prepare information log and correspondence for appointments and promotion and tenure committees.
• Act as a liaison to the appointments committee chair by making travel arrangements and scheduling interviews and presentations.
• Assist with the preparation and updating of templates, agendas, forms, ballots, and other support documents for faculty appointment and promotion matters.
• Support work of other School committees as needed and as directed by the Dean
• Work with the Events Management, MTS and Marketing for select events as hosted by the Dean.
• Assist Associate Deans with special projects
• Work with the Associate Dean for Strategic & Student Affairs to manage the Law School character and fitness process.
• Perform market, biographical and other research as needed to advance the strategic initiatives of the Dean.
• Assist in sending out letters to various constituents from the Dean’s Office

Benefits

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level