Executive Associate to Dean of Arts, Education & Sciences

Canisius University • Buffalo, NY

11d • Onsite

About The Position

Canisius University serves approximately 2,500 undergraduate and graduate students. As a Catholic and Jesuit University, Canisius has its foundation in the fundamental values of academic excellence, leadership, faith and social justice. Canisius is committed to educating and preparing men and women to become leaders in their professions and their communities, and in service to humanity. The University is an equal opportunity employer committed to recruiting, supporting, and fostering a diverse community of outstanding faculty, staff, and students.

This is a full-time position, regular work schedule is Monday through Friday, 8:30am through 5:00pm, except as determined by the workload which may require evenings or weekends. Manage the day-to-day operations and administrative support activities of the office of the Dean of the Division of Arts, Education & Sciences. Act as the primary point of contact for both internal and external constituencies; assist and represent the dean by handling multiple incoming issues and concerns addressed to the dean as they arise. Manage special projects for the dean as they are assigned.

Requirements

• Requires strict observance of confidentiality, strong decision-making ability, close attention to detail, and accuracy and follow through.
• Professional demeanor required to effectively communicate with both internal and external constituencies including, University President and Vice Presidents, University Deans, students, parents, the business community, and the general public.
• The insight to anticipate the needs of the dean and act upon those needs without direction.
• The ability to graciously channel requests and calls appropriately, leaving the caller with the sense that Canisius University is concerned with their needs and wants to meet them.
• The ability to anticipate schedules and deadlines and move projects forward.
• A demonstrated history of excellent judgment, self-direction and strong interpersonal skills.
• Expert level verbal and written communication skills.
• Excellent calendar management skills, including the coordination of complex meetings.
• Proficient in Banner, Microsoft Office, especially Word, Excel and PowerPoint.
• Strong organizational skills and the ability to manage multiple and diverse projects while meeting daily deadlines
• The ability to work evenings and weekends.
• Must be eligible to work in the United States.
• Minimum 3 to 5 years demonstrated administrative support experience.

Nice To Haves

• A Bachelor’s degree is preferred.

Responsibilities

• Manage daily office operations; serve as the primary point of contact for inquiries directed to the dean’s office.
• Assist the dean to manage the calendar, schedule appointments and meetings.
• Coordinate maintenance requests, work orders, key requests and other operational needs of the dean's office and departments within the division.
• Compose and prepare reports and correspondence for the dean, as needed
• Coordinate travel arrangements for dean, faculty, faculty candidates, accreditation visitors and other guests.
• Prepare Dean’s List recognitions/certificates.
• Collect and maintain full time and adjunct faculty curriculum vitae and syllabi.
• Create and manage adjunct faculty contracts, verify course enrollment, determine compensation eligibility for dean’s approval for contract generation. Collaborate with Human Resources to facilitate contract processing and payments.
• Process direct pay requests, purchase requisitions, employee payments, and other Division related expenses through the BANNER systems.
• Process departmental purchases and coordinate procurement through approved vendors, as needed.
• Manage CentreSuite expense reporting and reconciliation activities
• Assist with budget monitoring, planning and reporting for the division.
• Coordinate hiring and assignments for graduate assistants within the division.
• Support divisional events, commencement ceremonies and university-sponsored activities.
• Provide administrative support for Alpha Sigma Nu Honor Fraternity.
• Other duties as assigned.

Benefits

• Comprehensive Insurance Benefits – Health, Dental, Vision, Life and Long-Term Disability available the first of the month after the employee’s date of hire
• 403(b) with Company Contribution – Plan for your future with confidence – contribution from the university is available after one year of employment
• Paid Time Off – Includes vacation time, personal time, sick time, and paid holidays
• Tuition Benefits – Available for full-time employees and their qualified dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree