Description:

Job Description Summary:

Duties and Responsibilities:

Executive Support: 30%

• Be present to represent CoHS secondarily to Academic Affairs as needed.
• Be completely confidential on behalf of the University CoHS and Office of People and Culture.
• Be protective of faculty staff and students in regard to reputation privacy integrity ethics and honor on behalf of CoHS and the University.
• Help the University fulfill its mission by maintaining high standards of excellence honesty and professionalism. Apply the principles of continuous quality improvement which includes working cooperatively with colleagues and projecting a service orientation towards all.
• Communicate efficiently and courteously on behalf of CoHS and the campus community.
• Interact with all members of the University community. Impart accurate information and direction to staff faculty students and to external individuals and organizations in a courteous professional and facilitative manner.
• Schedule appointments maintain accurate calendars of standing appointments and special meetings and establish appointment priorities for CoHS Dean. Keep all concerned informed of pending activities pertaining to them and keep them immediately appraising of meeting and calendar changes.
• Arrange the Deans travels and community engagement activities and process necessary administrative paperwork and reimbursements in a timely fashion.
• Interpret requests and assist in compliance as appropriate. Provide information and take necessary actions in a timely manner.
• Orders and maintains supplies and arranges for equipment maintenance.
• Always perform in a calm and professional manner especially during crisis or emergencies.

Operations and Office support: 30%

• Direct assigned administrative staff and student workers for Deans Office.
• Anticipate the needs coordinate the activities alert the Dean regarding upcoming events meetings and activities carry out policies and implement decisions for the Dean in an effective efficient professional respectful and facilitative manner.
• Gather data and prepare for meetings and various key committees and task forces commissioned by the Dean.
• Participate in and support committees and other activities assigned by the Dean that promote the quality growth and development of Samuel Merritt University.
• Proofread carefully all outgoing correspondence for the Dean to ensure professionalism prior to signature.
• Develop and maintain records management system to assure fast retrieval of needed information and protection of vital records for the Deans Office.

Project Management Support: 30%

• Develops implements and executes projects as assigned for the Dean.
• Monitors and prepares reports on project status and performance measures/metrics on behalf of the Dean.
• Supports the Dean in preparing and distributing communications directed to the campus community regarding project status

Other duties as assigned: 10%

Supervisory Responsibilities:

Direct assigned administrative staff student workers and temporary staff of the Deans Office.

Minimum Qualifications: Education and/or Experience:

• Bachelors degree required.
• Minimum five years of broad experience with increased responsibilities in an academic environment.
• Minimum three years of Project Management Experience required. Certified Project Manager preferred.
• Minimum three years of experience as an executive assistant to a university executive level leader.

Preferred Qualifications: Education and/or Experience:

• Masters degree preferred.

Required Skills:

• Present oneself both in manner and image that fit for the professional setting. Always be courteous and act professionally. Be able to function independently and reliably. Be able to uphold the utmost integrity honesty and work ethics.
• Excellent Communication skills both oral and written. Knowledge of University organizational structure programs and activities policies and procedures for effective evaluation of the propriety of proposed transactions and their potential impact on university interests; for provision of useful advice to others on means of accomplishing their operational goals; and for locating sources of relevant information.
• Proficiency and effectiveness in the use of latest office technology and management tools including but not limited to Skype Zoom Outlook PowerPoint Windows 365 Excel Word and Access. Ability to read analyze and interpret documents contracts data policies and regulations which are complex in content syntax and expression.
• Ability to write concise logical and accurate materials. Knowledge of the mechanics of written English (e.g. grammar punctuation spelling) and ability to apply such knowledge consistently and effectively so that documents whether produced by the incumbent or others are proofread and edited to ensure that they are mechanically correct.
• Ability to analyze complex problems or information in an objective manner and derive logical conclusions to provide a sound basis for establishment of priorities selection of appropriate courses of action for pursuit or recommendations to others and resolve conflicts.
• Ability to organize work effectively to achieve timely progress on multiple simultaneous tasks; under the directive of the Vice President and Executive Director distribute tasks appropriately among office staff; meet deadlines; be results-oriented; and maintain a high level of productivity and quality of work.
• Ability to exercise tact confidentiality and diplomacy in dealing with others so as to secure necessary information and cooperation from a variety of people and enable the incumbent to conduct effective negotiations resolve disagreements and conflicts.

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