Executive Assistant to the Dean and Office Manager
About The Position
The Executive Assistant to the Dean and Office Manager provides high-level administrative support to the Dean and the College, and operational leadership for the College of Arts and Sciences (CAS) Dean’s Office. This role oversees daily office operations to ensure efficiency, professionalism, and alignment with College priorities. The Executive Assistant to the Dean and Office Manager serves as a resource for the College’s administrative assistants and supervises the Dean’s Office student employees, setting performance expectations, coordinating workflow, and promoting best practices to ensure effective administrative support across CAS. The position oversees office resources, including equipment and operational systems, to support a well-functioning and responsive environment. Serving as a trusted aide to the Dean, the Executive Assistant to the Dean and Office Manager drafts, prepares, and manages official correspondence and maintains confidential personnel records in accordance with University policies. The role acts as the primary liaison between CAS and Provost Office, Human Resources, Finance, and other campus business units, ensuring compliance, timely processing of personnel actions, and effective communication across departments. The Executive Assistant to the Dean and Office Manager also coordinates and provides administrative support for CAS faculty meetings and Chairs’ Meetings, including agenda preparation, documentation, recordkeeping, and follow-up on action items. This position requires knowledge about university policies and processes (including CBAs), sound judgment, attention to details, discretion, organizational leadership, and the ability to manage multiple priorities in a dynamic academic environment.
Requirements
- Excellent knowledge of University policies and procedures.
- Superb ability to prioritize workload according to volume, urgency, etc.
- Excellent organization skills and attention to detail.
- Superior customer service orientation.
- Excellent interpersonal skills.
- Excellent ability to handle multiple tasks effectively and accurately.
- Excellent ability to be discrete and maintain high confidentiality on a wide range of issues.
- Excellent verbal and writing skills.
- Excellent computer skills for using Windows, Microsoft Word, Excel, Google Workplace, Administrative Systems and E-mail.
Nice To Haves
- Prior supervisory experience is desirable.
Responsibilities
- Provide operational leadership for the CAS Dean’s Office, ensuring efficient, professional, and responsive administrative support across the College.
- Working with the Dean and department chairs, supervise and evaluate administrative assistants within CAS, establishing workflow standards, performance expectations, and best practices to promote consistency and service excellence.
- Assist in the development, implementation, and continuous improvement of office policies, procedures, and operational systems to enhance effectiveness and compliance.
- Recruit, orient, train, and mentor new administrative assistants; supports professional development and cross-training where appropriate.
- Supervise Dean’s Office student employees, including hiring, onboarding, scheduling, training, and assignment oversight.
- Oversee office operations and resource management, including equipment, facilities requests, and work orders; ensures continuity of operations and proactive problem resolution.
- Serve as primary administrative liaison to Human Resources, Finance, the Provost’s Office, Budget, Grants, Purchasing, Auxiliary Services, and the Registrar, ensuring timely processing of personnel, financial, and academic matters.
- Maintain confidential personnel records; monitor and track evaluations, reappointment materials, promotion and tenure submissions; serve as administrative liaison to the Unit Peer Review Committees and the Faculty Committee on Retention, Tenure, and Promotion.
- Draft, review, and manage confidential and high-level correspondence on behalf of the Dean, exercising sound judgment and discretion.
- Coordinate accreditation documentation and reporting; maintain comprehensive CAS accreditation records and prepares reports as requested.
- Manage the Dean’s calendar, telecom communications, travel arrangements, and related documentation; anticipate scheduling conflicts and prioritize competing demands.
- Prepare agendas, minutes, and follow-up documentation for CAS faculty meetings and Chairs’ Meetings; track action items and ensure timely execution.
- Ensure compliance with University policies, collective bargaining agreements, and regulatory requirements in all administrative processes.
- Lead the planning and execution of the Dean’s Student Circle annual event, including coordination of logistics, communications, budgeting support, vendor and facilities arrangements, guest management, and post-event follow-up; ensure the event reflects the strategic priorities and public presence of the College.
- Perform other related duties as assigned by the Dean in support of College operations and strategic initiatives.
- Monitor budgets and help the dean develop the budget.
Benefits
- Comprehensive benefit package for faculty and staff employees.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
