Executive Assistant to the BCLA Dean
Executive Assistant to the BCLA Dean
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$ 28 - 36
1 Vacancy
Job Description
Position Specific Responsibilities/Accountabilities
Manage Deans Schedule and Projects
Provide time management support by prudently allocating the Deans time exercising judgment about the priority and urgency of the many requests incoming from faculty staff students other LMU administrators alumni parents and industry contacts.
Plan coordinate and arrange meetings on and off campus. Make travel arrangements for off-campus meetings and conferences. Reserve locations; prepare agendas and related materials; attend meetings as needed to record minutes or summaries for distribution.
Ensure that the Dean stays abreast of all important university deadlines and reserves time to take necessary actions in a timely manner.
Uphold the utmost confidentiality regarding meeting content and other highly sensitive information such as personnel issues grievances finances and donor relations.
Help manage Deans communication in terms of Phone Email and Social Media.
Routine Budget and Accounts Management
Manage P-card transactions and reconciliation for the Dean.
Track accounts available funds accounting policies limits/intent and awards/use for restricted accounts donor funds and endowments.
Support the Dean in analyzing accounts preparing related documents and spreadsheets and routine reporting.
Interface with Academic Affairs team for appropriate budget analysis and work with BCLA administrative coordinators on budget-related matters as needed.
Prepare reports correspondence and presentations.
Assist the Dean in researching gathering and compiling information and statistics.
Review incoming requests for the Dean and compose routine responses and memos.
Support the Dean related to preparation of BCLA Annual Report and other reports to leadership team.
Support Associate Dean for Faculty Development
Help manage faculty relations vis--vis the college system of shared governance.
Help arrange events with cohorts of faculty to support overall faculty development led by the Associate Dean.
Work on projects with the Associate Dean that advance office goals in support of faculty and department chairs.
Execute Coordinate or lead special projects as assigned
Carry out specific project tasks to completion organize and schedule working groups and task forces as needed maintain project timetables report results.
Other
Perform other duties as assigned or requested.
Loyola Marymount University Expectations
Exhibit behavior that supports the mission vision and values of the university. Communicate and employ interpersonal actions that model high standards of professional responsible accountable and ethical conduct. Demonstrate a commitment to outstanding customer service.
Requisite Qualifications
Typically a Bachelors Degree or equivalent experience. Incumbent will be expected to to consume and produce information in sophisticated ways. Expected to continue upgrading knowledge skills and abilities needed to keep abreast of regulation/policy changes and to advance the overall effectiveness of the Deans work and office.
Minimum of 6 years related job experience in progressively responsible positions preferably in higher education and/or in fields related to development and/or communications.
Ability to relieve the Dean of routine details and exercise initiative and independent judgment in Deans absence. Maintain effective consultation and collaboration with Associate Deans as necessary.
Demonstrated computer competency and experience in Microsoft Excel Word PowerPoint etc. in both Mac and PC environments.
Website skills required. Ability to use software such as Qualtrics/Google Forms needed.
Highly developed organizational skills. Ability to analyze manage multi-task motivate plan organize and execute day-to-day operations. Work under constant deadlines and maintain a rigorous and detail-oriented approach to each task. Ability to assess prioritize and delegate the flow of work on a daily basis.
Essential to be able to maintain a high level of confidentiality and a high level of patience with situations characterized by complexity and contingency.
Strong listening skills and ability to grasp information quickly and completely. Demonstrated ability to share information in written and oral forms concisely correctly and effectively in meetings and public presentations. Ability to write intelligently eloquently diplomatically and persuasively and to prepare memos reports and other documents efficiently.
Exceptional interpersonal skills are required for effective interface with the Dean and the Deans team with other administrators and their teams and with faculty staff students and parents Ability to manage and de-escalate conflict when necessary. Professional demeanor and poise important for contact with VIPs and donors in communication with Dean.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities duties and skills required of this position.
#HERC# #HEJ#
Staff RegularSalary range
$28.94 - $36.20 Salary commensurate with education and experience.Loyola Marymount University a Carnegie classified R2 institution in the mainstream of American Catholic higher education seeks outstanding applicants who value its mission and share its commitment to inclusive excellence the education of the whole person and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal state and local law. We invite all persons in the full diversity of their being life experience and beliefs to apply. (Visit for more information.)Employment Type
Full-Time
