Executive Assistant, School of Behavioral and Health Sciences

Frederick, Maryland•Frederick, MD

3h•$38,700 - $43,000

About The Position

Under the general direction of the Dean of the School of Behavioral and Health Sciences, the Executive Assistant provides high-level, complex, and confidential administrative support to the Dean and the School’s academic departments, including psychology, counseling, nursing, sociology and social work, nutrition, health informatics, and public health. As an integral member of the School’s team, this position manages the daily operations of the Dean’s Office, supports strategic initiatives, exercises independent judgment on non-routine matters, and serves as a primary liaison to faculty, staff, students, and external partners. The Executive Assistant supervises student employees, manages sensitive information with discretion, and supports special projects and institutional priorities. Occasional evening or weekend work may be required.

Requirements

We seek a candidate who values diversity, equity and inclusion in all that they do.
Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Associate’s degree with 2-3 years office experience preferred, preferably in a higher education environment, or satisfactory combination of education and/or experience.
The successful applicant must be highly service-oriented; must be able to work and communicate effectively with individuals from all levels of the organization and outside; must be capable of independent work and judgment; must have the ability to exercise strong time management techniques and accomplish responsibilities with enthusiasm and dedication.
Proficient in MS Office tools (Microsoft Word, Excel, and PowerPoint), e-mail and Internet.
Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.
Strong oral and written communication skills.
Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone.
Ability to write routine reports and correspondence.
Proficient with statistical and financial concepts.
Must have the ability to apply those concepts to tracking, projections, goal setting and interpreting reports.
Must be able to draw conclusions from reports and make cost effective decisions regarding programs.
Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to work independently and as a member of a group in developing and executing project plans.
Ability to work in theoretical arena and apply logic as appropriate.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Administrative Support (70%) Serves as the Executive Assistant to the Dean and provides comprehensive administrative management for the School of Behavioral and Health Sciences
Assists the Dean with meeting strategic goals and priorities
Responds independently to routine and complex inquiries on behalf of the Dean
Drafts correspondence and prepares responses involving non-routine matters for the Dean’s review and signature
Manages the Dean’s calendar, schedules meetings and appointments, and assembles briefing materials in advance
Screens mail and electronic correspondence and determines appropriate action
Completes special projects for the Dean as requested
Maintains electronic and archival filing systems, including confidential records related to personnel, students, budgets, and accreditation
Assists in the preparation of regulatory and accreditation reports
Coordinates faculty recruitment processes, including organizing application materials, scheduling interviews, and arranging travel and reimbursements
Compiles and distributes teaching schedules, office hours, classroom assignments, and final exam schedules in coordination with the Registrar’s Office
Independently resolves scheduling conflicts and facilitates classroom changes to meet enrollment or technology needs
Provides onboarding and orientation for new full-time and adjunct faculty
Maintains and updates departmental manuals and procedural documentation
Orders desk and examination copies of textbooks.
Plans and coordinates school-wide events, conferences, and special programs.
Arranges guest speakers, negotiates honoraria, secures space, coordinates catering, transportation, and promotional materials.
Maintains close working relationships with Campus Safety, IT, and Facilities Management.
Submits work orders, access requests, room reservations, and transportation requests.
Oversees office operations and establishes priorities to ensure efficient workflows.
Supervises, trains, and schedules student employees.
Provides cross-coverage for other administrative offices during absences.
Financial and Operational Management (20%) Downloads, reviews, and analyzes monthly budget reports.
Maintains and monitors departmental financial records.
Tracks expenditures and reconciles accounts.
Prepares requisitions and purchase orders.
Independently places vendor orders and follows up as needed.
Works with Accounting to ensure timely payment of invoices.
Processes faculty reimbursement requests.
Manages departmental supplies and inventory.
Coordinates service calls for office and laboratory equipment.
Customer Service and Campus Engagement (10%) Serves as a primary point of contact for faculty, staff, students, and external partners.
Greets visitors and manages phone and email communications.
Responds to inquiries with professionalism, discretion, and diplomacy.
Assists with class cancellations and student notifications.
Supports exam logistics for faculty as needed.
Promotes departmental and student engagement events.
Professional Development Participates in professional development and training opportunities as approved.