Secretary to the Associate Deans

Seton Hall University, New Jersey•Newark, NJ

7d•Onsite

About The Position

The Secretary to the Associate Deans provides high-level administrative, operational, and occasional classroom-related administrative support to the Associate Dean for Academics, Associate Dean for Graduate Programs, and the Associate Dean for Faculty Affairs. This position serves as a key point of coordination between the Associate Deans and faculty, students, administrative offices, outside constituents, including, but not limited to, University personnel, local and statewide government officials, alumni and the legal community at large. The role requires strong organizational and communications skills. They must use discretion while maintaining a high level of professionalism and manage competing priorities in a fast-paced academic environment. They must possess a working knowledge of all areas within the Law School and maintain a professional relationship with the varying stakeholders with which the Associate Deans are involved.

Requirements

Bachelor's degree required.
Candidates with combined substantial relevant professional experience and lower educational qualifications may be considered.

Nice To Haves

3-5 years of administrative experience supporting senior leadership in higher education or legal environments preferred.

Responsibilities

Perform general administrative duties such as ordering supplies and processing reimbursements.
Maintain office systems, filing structures, and databases to ensure efficient operations.
Assist with organizing events such as faculty workshops, lectures, and academic conferences.
Assist with creating course seating charts, posting student course attendance and occasionally disseminating course information and announcements each semester into the LMS system, Canvas.
Manage the Academic Deans’ calendar, including scheduling meetings, appointments, academic events and special projects.
Coordinate and prepare associated travel arrangements, agendas and materials.
Acts as a liaison to the Dean’s Office, managing in-person visits, phone calls, and email inquiries directed to the Deans, and responding or routing them as appropriate.
Draft, edit, and proofread correspondence, reports, and academic documents.
Maintain confidential records and handle sensitive information with discretion.
Compose, format, finalize documents; research, compile, and interpret information; and calculate, analyze, process, distribute, and maintain data across multiple formats using a range of office equipment and software applications, including spreadsheets and databases.
Support the faculty recruitment process by assisting the Faculty Chair with all components of the Faculty Appointments Committee.
Prepare the first round and call-back interview correspondence and materials.
Draft and maintain interview schedule.
Coordinate the agenda of the day, make the room reservations, order catering, inform and coordinate the IT/AV support and all logistics.
Ensure that all stakeholders are informed of their roles and prepared for the interview day.
Coordinate with the Faculty Captain to ensure all components of day are running on schedule.
Disseminate any post-interview information follow-up.