Executive Administrative Assistant to Dean of Faculty

Park University•Parkville, MO

2d•Onsite

About The Position

The Executive Assistant represents the first line of academic and professional excellence for the Dean’s Office. The position serves as a primary point of contact for inquiries and issues that span the five academic divisions at Park. The position provides high-level administrative, operational, and project support to the Dean of Faculty, coordinating complex calendars and meetings, including those with external stakeholders; managing confidential communications and records related to employment; supporting faculty-facing processes; and facilitating cross-divisional collaboration to advance academic priorities and faculty success. Additionally, the position serves to track budget and programmatic data across the five divisions. In addition to serving as the primary administrative liaison between the divisions and Academic Affairs, the position collaborates closely with the Divisional Administrative Services Coordinator to ensure consistency, effectiveness, and effective flow of communication across Academic Affairs, the Dean’s Office, and the Divisions. The Dean’s Executive Administrative Assistant demonstrates professionalism, exercises appropriate judgment and discretion in behavior in all aspects of the work environment, and embraces and exhibits the core values of the University. As the position is involved in personnel matters such as faculty contracts and workloads, maintains strict confidentiality.

Requirements

Associate’s degree required
Minimum of five years of progressively responsible administrative experience, preferably in higher education or a complex organizational environment
Exceptional organizational skills, attention to detail, and ability to manage competing priorities and confidential information.
Strong written and oral communication skills; professional interpersonal presence.
Proficiency with Microsoft 365 suite, calendar systems, and virtual meeting platforms (Zoom or equivalent).
Proficient with platforms such as Teams
Familiarity with Student Information Systems and basic data/reporting tools; willingness to learn new data systems and processes.
Demonstrated ability to coordinate complex schedules, plan internal and external events, and produce high-quality documents and presentations.
Strong problem-solving skills, discretion, and the ability to work independently and as part of cross-functional teams.

Nice To Haves

bachelor’s degree preferred
experience serving senior academic leaders strongly preferred
familiarity with enterprise LMS (e.g., Canvas) preferred
Knowledge of academic governance processes, faculty appointment/evaluation workflows, and accreditation-related processes is highly desirable

Responsibilities

Manage the Dean’s calendar, schedule and coordinate internal and external meetings, and prioritize appointments.
Prepare agendas, briefing materials, presentations, and meeting minutes, and track follow-up items for Divisional Associate Deans Council meetings.
Screen and triage calls, email, and requests; draft and manage professional correspondence on behalf of the Dean.
Maintain files and records (faculty contracts, committee reports, personnel actions) with strict attention to confidentiality and compliance.
Help track program accreditation activities across the Divisions to ensure compliance at the University-level in terms of program accreditation actions and statuses.
Maintain master calendar of key faculty and student events to facilitate engagement by University leadership.
Coordinate travel arrangements, reimbursements, and expense reporting for the Dean and visiting faculty/guests.
Serve as budget manager at the Dean level, which includes all budgets supporting cross-divisional functions, such as tracking/reconciling CBA budgeted professional development funds and endowed funds that cross academic divisions.
Collect budget requests from the Divisions as part of annual budget preparation, documenting rationales and noting budget items that connect to assessment outcomes.
Assist with full-time faculty recruitment logistics, search committee scheduling, interview coordination, and candidate communications across the Divisions to ensure consistency and timeliness.
Support faculty appointment and contract processes by collecting and routing documentation, tracking deadlines, and liaising with HR and Academic Affairs in the preparation of initial contracts and renewals.
Coordinate activities related to Dean involvement in faculty evaluations, pre-tenure, tenure and promotion (scheduling, document collection, and recordkeeping).
Collect faculty workload data from Divisions, including data related to teaching, advising, and service loads; perform analysis; and flag issues requiring resolution by the Dean and Faculty.
Track all Collective Bargaining Agreement related deadlines and actions required of the Dean of Faculty.
Maintain repository of Division meting minutes and Associate Dean minutes.
Provide administrative support to the University Assessment Committee and other Senate and/or University-level committees, task forces, or working groups as assigned.
Help plan and execute faculty-focused events, training workshops, and leadership meetings, including room/virtual logistics, materials, etc.
Support all data collection, annual assessment, and program review activities involving the Dean of Faculty.
Track action items from meetings, follow up with stakeholders, and maintain project timelines.
Serve as a professional and responsive liaison between the Dean’s Office and Associate Deans, Program Directors, faculty, staff, students, and external partners.
Draft and distribute internal communications, calendar invites, and updates related to cross-divisional initiatives and deadlines.
Support strategic initiatives of the Dean (e.g., faculty development programs, cross-divisional initiatives, advancement outreach) and perform research, compilation of materials, and basic analysis as needed.
Collate and monitor division strategic initiative plans, produce period reports to track progress and alignment to University goals.
Act as the primary administrative contact for the Dean’s external relations activities, including scheduling and coordinating meetings with donors, alumni, industry partners, and community stakeholders.
Organize and support advisory group meetings: schedule meetings, prepare agendas and materials, record minutes, track action items, and maintain advisory group records.
Arrange and manage Dean’s participation in community, industry, and professional events (registrations, travel, materials, booth or presentation logistics) and prepare post-event summaries and contact follow-ups.
Assist in preparing proposals, briefing memos, and outreach materials needed for Advancement to provide to prospective partners and program-level alumni engagement campaigns.
Handle, store, transmit, and archive confidential student, faculty, and institutional data in compliance with FERPA, data privacy standards, collective bargaining agreements, and University policies.
Exercise discretion and sound judgment in managing sensitive personnel, student conduct, academic, financial, and accreditation-related information.
Maintain secure electronic and physical filing systems and ensure appropriate access controls and records retention practices.