Executive Assistant to the Dean

Chapman University Careers•Irvine, CA

18d

About The Position

Provides high-level administrative support for the Dean. Manages the Dean’s calendar, schedules on- and off-campus meetings, confirms appointments, develops itineraries, coordinates meeting agendas. Collaborates with the College’s events and communication manager on major events, VIP lunches, receptions. Handles with discretion highly confidential documents and information. Drafts letters, memos, and other communications from the Dean’s Office. Provides the Dean with various data requests. Prepares reports with statistical data, as assigned. Prepares PowerPoint presentations for the Dean. Supports the Simon Scholar Scholarship Program. Tracks PTO and sick leave for full-time college faculty with 12-month contracts. Acts as the primary point-person of contact with internal and external constituencies on all matters pertaining to the Crean College Dean’s Office. Composes and maintains records of all special appointment letters, including end-dates, course releases and stipends. Research, prioritizes, and follows-up on multiple issues and concerns addressed to the higher-level executive. Manage special and strategic projects, some of which may have institutional impact. Organizes responsibilities to juggle multiple, competing tasks on-time completion. Tracks Dean’s Office staff vacation requests and days off. Works collaboratively with the Dean’s Office administrative team. Is self-directed and able to work with minimal day-to-day oversight. Will split their time between the Orange and Rinker campuses.

Requirements

Bachelor’s degree in Business Administration, Finance, or related field; or equivalent work experience.
A minimum of 3 years of experience in providing high level administrative support.
Strong commitment to teamwork and team success.
Possess skills in office and project management.
Must have the ability to organize multiple and complex tasks and work on multiple projects simultaneously, under conditions of pressure and competing interests, making strategic recommendations on next steps
Must be able to effectively recognize priorities in the event of unexpected and urgent situations
Strong commitment to the concept of customer service and team building are mandatory.
Must be able to demonstrate good judgment in all aspects of the job and the ability to maintain a high level of confidentiality.
Strong communication and interpersonal skills with the ability to interact with diverse individuals and groups at all organizational levels, both within and outside the University.
Excellent telephone, email, virtual meeting etiquette skills.
Strong written communication skills with the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents
Strong computer skills at an advanced level in the use of word processing, spreadsheet, presentation, database, internet and electronic mail software, preferably of Microsoft Office Suite applications.
Excellent skills in quantitative and qualitative data analysis.
Technical ability to learn and use enterprise software.
Strong organizational skills, with proven experience in coordinating logistics for meetings and events, preparing materials for meetings, maintaining complete and accurate records, scheduling appointments and arranging travel.
Proven ability to understand and handle political and practical ramifications of recommendations and actions with tact and diplomacy, with the ability to build trust and gain consensus on diverse matters
Demonstrated ability to work independently and evaluate data, access alternatives, and formulate logical and sound recommendations.
Ability to use standard office equipment, including copier, fax and calculator
Working knowledge and understanding of higher education’s operations, processes, and culture

Responsibilities

Manage special projects as directed by the Dean, some of which have university-wide impact.
Independently research and prioritize incoming issues and determines appropriate course of action, referral, and/or response.
Tracks and manages confidential information and documentation relevant to the personnel and business operations of the College.
Coordinate office moves within the college when space allocations and workspace availability shifts in the understanding and interpretation of university policies and procedures, as appropriate.
Ensures office operations follow policy provisions and standards.
Organize, prioritize, and expedite the flow of requests and documents through the dean’s office.
Investigate and analyze information pertaining to university-wide, intradepartmental, or interdepartmental operations for creation of special reports and/or polices at the direction of the Dean.
Participate in various planning committees, work groups, and professional organizations.
Collaborates with the College’s events and communication manager on major events, VIP lunches, receptions
Collects, arranges, and analyzes college data for preparation and presentation in Dean’s Office materials, meetings, events and other communications.
Organizes college events and Dean’s office meetings by coordinating venues, food services, technology, and other logistical requirements.
Serve as the primary point of initial contact on any matter directed to the Office of the Crean College Dean by university, community constituencies, and other external stakeholders.
Manages the Dean’s calendar and the schedules necessary for appointments, meetings, and events as required for the College.
Drafts letters, memos, PowerPoints, presentation materials, agendas, meeting documents, and other communications from the Dean.
Create appropriate filing systems, including paper and computer-based systems; create and maintain an operational manual for the office; create tracking system for vacation and absence schedules of relevant personnel within the College.
Attend meetings, as requested, and take minutes or notes.
Compose and maintain records of all special appointment letters, including end-dates, course releases and stipends.
Oversee the planning and coordination of key events for the College Dean’s Office.
Tracks PTO and sick leave for full-time faculty with 12-month contracts.
Tracks Deans Office staff vacation requests and days off.
Reporting and reconciliation of travel and non-operating expenses through the Concur procurement system.
Support the budget tracking, transactions, and expense reporting of the program
Adhere to budget and university policies on use of Foundation funds for the program.
Liaison with students, donors, and external stakeholders of the program with the Dean’s Office.
Assist with communications, hosting events, and meetings with students, donors, and stakeholders of the program.