Executive Assistant to the Dean

Job Summary
Executive Operations & Administrative Leadership Establishes documents and maintains administrative procedures and workflows. Serves as liaison between the Deans Office and faculty staff students external partners and university offices. Coordinates and manages the Deans calendar and organizes meetings with community partners. Prepares meeting agendas polished and professional briefing materials and reports and meeting minutes. Coordinates internal communications across 12 academic departments. External Partnership Management Unit Reporting & Operational Support Serves as the offices primary manager for community partnerships alumni donors and academic reviewers. Maintains professional relationships and manages engagements with external partners which includes building invitations identifying potential partners and maintaining relationships between the Deans Office and partner companies. Prepares various reports for community partners accreditation visits and academic program reviews. Establishes training resources for department-level administrative assistants and faculty and leads workshops/training sessions. Maintains faculty assembly records and committee assignments and works with the Administrative Data Coordinator to support faculty meetings. Monitors operational workflows and ensures accuracy of departmental records. Events and Engagement Publishes frequent postings to digital media platforms and serves as secondary web manager. Plans an array of campus-wide events including an annual community forum interdisciplinary conference Deans Council meetings workshops and seminars industry advisory meetings recruitment and retention events alumni events etc. Coordinates travel lodging itineraries parking and hospitality (including gifts) for candidates and visitors. Participates in recruitment initiatives and prospective student engagement activities. Coordinates building tours and campus visit experiences. Plans and supports faculty development training sessions. Travel & Procurement Manages/coordinates travel arrangements and conference logistics for the Deans Office and the Student Services team. Prepares travel authorizations and reimbursement documentation with attention to registration deadlines and expense submissions. Manages and leads purchasing and procurement processes for college-wide events new faculty hires unit functions and academic accreditation and program reviews. Scholarships Leads the colleges scholarship application process ensuring students are aware of the opportunities. Creates digital communications for the colleges scholarship recipients and updates the scholarship and general recruitment websites. Facilities Conducts visual facilities checks submits work orders for maintenance and repairs and follows up as needed. Works with the Dean and Associate Vice President for Facilities to prioritize projects and upgrades in Kinard Hall and serves as a reliable support for instructional faculty.

Required Qualifications
Bachelors degree and at least one year of experience providing senior-level/advanced administrative support. (An equivalent combination of education and experience may be considered.) Proficiency with Microsoft Office 365.

Preferred Qualifications
Experience with Ellucian Banner software. Experience coordinating events. Experience promoting academic programs using digital media. Experience managing complex academic operations comprising multiple departments at an institution of higher education.