Description
POSITION OBJECTIVE
Working with a high degree of independence, the Executive Aide reports to the Dean of the Jack, Joseph and Morton Mandel School of Applied Social Sciences. This independent, professional, forward-thinking, and assertive individual will supervise the daily operations of the Dean¿s Office and provide effective administrative support to a variety of task areas detailed below.
ESSENTIAL FUNCTIONS
Provide executive assistance to relieve the dean of administrative type functions and empowered with a wide degree of autonomy and latitude to support the dean in daily functions. Maintain the dean's calendar by scheduling appointments, meetings, and arranging necessary telephone and zoom conferences, while providing or coordinating the required documentation and briefings to support such meetings. Maintain the dean¿s calendar daily, anticipating the days and week ahead, and present a confirmed scheduled day on the day prior. Prioritize the dean¿s calendar with high-level university administration and external donors. (30%)
Oversee travel arrangements and itinerary preparation. Maintain the dean's confidential files, including faculty personnel files. Serve as the department HR liaison and travel coordinator; maintain a strong understanding of the university policies and procedures. Ensure that all travel and expense forms are completed correctly and in a timely manner. (20%)
Process complex, highly confidential, strategic and time sensitive information. Work in collaboration with the Office of the Vice Dean for Academic and Faculty Affairs to advance tenure and promotion materials with regards to the dean¿s office. Coordinate monthly meetings of Mandel School standing committees and faculty meetings. Attend all Mandel School faculty meetings and various other meetings as directed by the dean; keep accurate minutes and distribute the same. (15%)
Participate in short- and long-term strategic planning and project management for all school-wide events being hosted by the dean (e.g., Impact Talks, school-wide diploma ceremony, emeriti faculty events and meetings, Mandel School¿s Visiting Committee, Endowed Professor Events). Assist in financial planning and budget development linked to the strategic plan. Make recommendations to management on policies and procedures. Seek out and suggest improvements to operations, including new procedures, documentation and training. Coordinate special projects for the dean regarding strategic planning and other high-level administrative matters. Coordinate and oversee special school-wide and community events. (20%)
Research and advise the dean on administrative and procedural matters. Identify, research and evaluate, whenever possible, problems for further evaluation by the dean. Compose intra-school and university communications and serve as an interface with the student body. (10%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (5%)
CONTACTS
Department: Continuous contact with faculty, leadership and staff of the Mandel School to exchange information.
University: Regular contact with other university leaders, staff and faculty to exchange information.
External: Regular contact with outside government agencies; and public and/or private foundations and donors to exchange information.
Students: Continuous contact with current and prospective students to exchange information.
SUPERVISORY RESPONSIBILITY
May supervise, direct, or lead lower level staff, temporary, and/or student workers.
QUALIFICATIONS
Experience: 10 years of progressively responsible administrative experience required.
Education: Associate¿s degree required; Bachelor¿s degree preferred.
REQUIRED SKILLS
Rigorous attention to detail.
Punctuality and ability to meet consistent attendance.
Ability to handle deadlines and stressful situations.
Absolute confidentiality in all situations.
Excellent management and organizational skills.
Excellent interpersonal skills and ability to work harmoniously with varied populations.
Excellent verbal and written communications skills.
Ability to set priorities and ¿multi-task".
Understanding the key principles of fund raising, especially the importance of sensitive communications between the Dean and prospective donors.
Expertise in zoom, database, and spreadsheet software. i.e., Microsoft word, Access, Excel and PowerPoint.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
Willingness to learn and work with Artificial Intelligence (AI) tools and technologies.
WORKING CONDITIONS
Professional office environment. Heavy workload within a hectic academic atmosphere. Flexible schedule required. Some evenings and early mornings. This position is not eligible for the university¿s hybrid work policy.
Apply online at jobs.edu/hr/careers search for job 14518
