Executive Assistant, School of Education

Molloy College•Rockville Centre, NY

7h•$25 - $30•Hybrid

About The Position

The Executive Assistant performs a variety of duties that facilitate the day-to-day operations of the Dean’s and Associate Dean’s office and department. The role assists with program planning and development and interprets, monitors, and analyzes information regarding operating policies and procedures. It resolves problems that have a significant impact on departmental goals and works directly with external constituents, including executives, district administrators, and community leaders, as well as internal staff, to resolve routine and non-routine issues. The position manages competing priorities and supports the Dean’s office operations, program planning, operating policies and procedures under the Dean’s supervision, and the management of office documentation. It supervises and leads administrative assistants and coordinates their workflows and PTO coverage. The Executive Assistant manages executive and school-wide schedules, calendars, programs, and events; initiates or monitors administrative processing; assists with conferences and programming; prepares reports; maintains records and databases; and produces communications and public materials. The role also maintains the website and collaborates with the Public Relations and Marketing Department on strategic website development and maintenance. The position is full-time, with a Monday–Friday schedule from 9:00 a.m. to 5:00 p.m., totaling 35 hours per week for 52 weeks per year. Occasional remote work may be possible. Nights or weekends may occasionally be required when school-wide events require Dean or Associate Dean participation. The position is non-exempt and hourly. The hiring hourly rate is $25.00 to $30.00.

Requirements

Bachelor’s degree.
5 to 8 years of work-related experience.
Microsoft Office proficiency, including Outlook, Word, PowerPoint, and Excel.
Jenzabar Software.
Database experience.
Ability to work and communicate effectively and diplomatically with all individuals.

Responsibilities

Manage multiple competing priorities and troubleshoot or solve problems as appropriate, including overseeing the day-to-day operations of the Dean’s office.
Administer program planning and development and execute operating policies and procedures under the Dean’s supervision.
Administer and manage documentation for the Dean and Associate Dean.
Answer, screen, direct, and prioritize incoming calls for the executives; communicate effectively and diplomatically with individuals.
Supervise and lead administrative assistants’ day-to-day workflow in the Dean’s Office and across the School of Education and Human Services’ academic departments, programs, and centers.
Manage PTO for non-exempt employees to ensure coverage across departments, programs, and centers.
Manage complex schedules for the Dean and Associate Dean, prioritizing requests and resolving conflicts.
Manage school-wide program, calendar, and event schedules, prioritizing requests and resolving conflicts.
Initiate, schedule, or monitor processing of hiring requests, budget transfers, contracts, requisitions, supplies, and room reservations for the Dean’s office and the School of Education and Human Services’ programs and centers.
Assist in planning, developing, and implementing conferences, school events, and programming.
Prepare reports and maintain files and databases.
Write, edit, and produce internal and external communications for the Dean and Associate Dean.
Assist in developing and distributing public materials, including brochures, websites, social media, marketing, and public relations materials.
Maintain the website and collaborate with the Public Relations and Marketing Department on strategic website development and maintenance.