Executive Assistant for Admissions and Outreach

The Executive Assistant will provide high-level sophisticated administrative support to the Assistant Dean for Recruitment Enrollment and Enterprise Development (REED). This role will focus on strategic coordination project management and operational leadership ensuring the efficient functioning of daily operations within REED. The Executive Assistant will manage the Assistant Deans calendar and meetings work with confidential information oversee key initiatives and community partnerships and facilitate seamless communication. Additionally the Executive Assistant will support cross-departmental collaboration and assist in executive-level decision-making by gathering materials creating reports and facilitating communication. playing a pivotal role in advancing REEDs goals and objectives.

Duties and Responsibilities:

Executive Administrative Support

• Provide comprehensive high-level administrative support to the Assistant Dean for Recruitment Enrollment and Enterprise Development (REED) ensuring the smooth and efficient operation of daily activities.
• Manage and coordinate the Assistant Deans calendar including scheduling meetings conferences and travel arrangements while prioritizing tasks and appointments based on urgency and importance.
• Coordinate domestic and international travel arrangements for the Assistant Dean including booking flights accommodations transportation and creating detailed itineraries to ensure smooth travel logistics.
• Prepare edit and proofread reports presentations correspondence and other materials as required ensuring quality and professionalism in all communications.
• Assist with the development and implementation of key REED initiatives including strategic planning and project management ensuring that deadlines are met and tasks are tracked appropriately.
  
  

Data Management

• Handle sensitive and confidential information with the utmost discretion and care adhering to all privacy and confidentiality policies and protocols.
• Ensure the secure management and organization of confidential documents both digital and physical including student records internal reports and financial documents.
• Support data collection and analysis for various REED programs and initiatives ensuring the integrity and accuracy of all information.
• Maintain accurate tracking systems for key initiatives ensuring that all project details are well documented and easily accessible to the Assistant Dean.
  
  

Communications and Stakeholder Engagement

• Serve as the first point of contact between the Assistant Dean and internal/external stakeholders ensuring effective communication and fostering strong professional relationships.
• Coordinate and prepare materials for meetings with faculty staff external partners and other stakeholders including agendas reports and presentations.
• Manage email correspondence on behalf of the Assistant Dean ensuring timely responses to inquiries scheduling and follow-ups.
• Coordinate and organize events workshops and conferences related to REED programs including logistics invitations and communication with participants.
• Act as a liaison to ensure that all stakeholders are aligned with the goals of REED and informed of relevant updates and initiatives.
  
  

Project Coordination and Support

• Assist the Assistant Dean in the development execution and evaluation of major REED projects including the creation and launch of continuing education courses and community partnerships.
• Coordinate project timelines tasks and deliverables ensuring that all stakeholders are informed and deadlines are met.
• Provide organizational support in the development of continuing education programs from initial concept to program delivery ensuring alignment with REEDs goals and objectives.
• Assist in the establishment and cultivation of community partnerships supporting the Assistant Dean in outreach relationship-building and the formalization of agreements or collaborations.
• Track and manage the progress of ongoing projects ensuring milestones are met and action items are completed in a timely manner.
• Monitor and report on the status of various REED programs and projects identifying potential issues or areas of improvement and recommending solutions.
• Coordinate and support admissions and enrollment processes by assisting with the scheduling and logistics for interviews with prospective students ensuring smooth communication between applicants department chairs and faculty.
• Serve as a point of contact between the Assistant Dean department chairs in regards admissions and recruitment process to ensure that candidate evaluations and decisions are coordinated effectively.

Office Management

• Serve as office manager the Assistant Dean ensuring that office operations are efficient and smooth.
• Manage and prioritize incoming requests for assistance effectively delegating tasks as needed to ensure timely and efficient completion.
• Coordinate the logistics of meetings events and conferences including securing venues arranging catering preparing materials and ensuring the timely execution of all details.
• Support the Assistant Dean with tasks related to personnel management such as scheduling performance reviews supporting employee communications and assisting with onboarding processes for new staff.
  
  

Concur Reimbursement Management and Travel Arrangements

• Manage the Assistant Deans travel arrangements including booking flights accommodations and transportation through the appropriate channels ensuring compliance with university travel policies.
• Prepare and submit travel-related expense reports in Concur ensuring accuracy and timely submission for reimbursement processing.
• Assist the Assistant Dean in reconciling credit card statements and travel expenses ensuring all financial documentation is complete and in line with university policies.
• Provide ongoing support for travel logistics including troubleshooting travel issues rescheduling and ensuring all necessary documentation is in place for travel and reimbursement.
  
  

Additional Duties

• Continuously seek opportunities to improve office systems and workflows making recommendations for process improvements as appropriate.
• Assist with special projects and other tasks assigned by the Assistant Dean adapting to changing priorities and taking on new responsibilities as needed.
• Serve as a backup to other administrative staff within the REED office as needed providing additional support during peak periods or absences.

Special Conditions of Employment:

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Minimum Qualifications:

• Bachelors degree required
• Three years of progressively responsible administrative/executive support experience required four or more years of experience is preferred.

Preferred Qualifications:

• Masters degree strongly preferred.
• Four or more years of experience progressively responsible administrative/executive support experience preferred.
• Experience in higher education administration is strongly preferred.

Performance Expectations- Knowledge Skills andAbilities:

• Possess exceptional organizational skills required to assist in identifying securing and reporting necessary data.
• Ability to prioritize issues set priorities independently and work under pressure.
• Must demonstrate initiative and the ability to organize and manage conflicting goals and agendas.
• Ability to coordinate and work on several projects simultaneously with attention to detail.
• Must possess effective time management and organizational skills.
• Ability to maintain confidentiality and work with sensitive information.
• Administrative experience with exercising independent judgment and delegating work to others
• Ability to use software and implement programs to accommodate and enhance existing databases spreadsheets and tracking systems
• Demonstrated skill in both oral and written communications. Experience writing correspondence and communicating with diverse audiences.
• Demonstrated ability to work effectively with a diverse faculty staff students and administrators.
• Demonstrated ability to remain flexible and interested in working in a growing and changing organization.

Resume and Cover Letter Required

Hours: 37.5 hours

Closing date:Open until filled