The Senior Administrative Associate supports the scheduling, planning, and correspondence needs of the Dean to facilitate efficient, effective and timely management of the Dean's responsibilities.
Primary Responsibilities:
Calendar and Correspondence: Proactively manage busy and complicated calendar of appointments and meetings with exceptional follow-through and discretion; manage dean's time to facilitate completion of critical tasks & priorities; plan travel for dean to alumni and advancement events as well as for professional development. Handle sensitive personnel and student issues with discretion and excellent judgement; facilitate timely response to student, faculty and staff inquiries, requests for the dean; use professional, empathetic, and strategic communication skills to represent the dean to internal and external stakeholders through in-person, phone, email and written communication; manage confidential information with extreme discretion and care.
Chairs Events/Meetings: Plan, organize and support events and meetings especially those involving Department Chairs; prepare agendas, minutes and supporting documents for Department Chair meetings and retreats two times per year as well as CAS Dean Team meetings and other meetings as needed; prepare materials including presentations utilizing appropriate presentation software; contribute to college-wide events and meetings on an as-needed basis working collaboratively with the operations and engagement team staff in the CAS dean's office.
Advancement Meetings, Communication: Serve as point person facilitating the dean's work with the university advancement team; meet with Associate Director, Alumni Relations to facilitate communication, scheduling and identification of agenda items for dean's work with advancement team; facilitate communication with donors and alumni; facilitate dean's participation in advancement events; work with collaborators in marketing and communication and dean's office to facilitate story telling about alumni and communication for alumni audiences; prepare reports and presentations for the dean upon request, utilizing effective desktop publishing and presentation programs.
Facilitate Hiring/Reviews: Support hiring process for faculty, staff as needed including facilitating dean's approval, interviews and etc.; facilitate dean's performance review process for dean's office personnel and chairs; facilitate dean's review of faculty annual reviews and follow up as needed; support goal setting, review, recognition, professional development and support by dean for Department Chairs and Associate & Assistant Deans and CAS Dean's Office staff overall; collaboratively with Assistant Dean of Administration, support smooth implementation of Annual Reviews and the Promotion, Tenure & Review process and Dean's review of faculty candidates.
Digital Records/Pages Maintenance: Support management of dean's documents, records, minutes, correspondence in digital archive; manage multiple Microsoft Teams sites or other repositories of information and documents relevant to responsibilities and dean's work. Other duties as assigned
Qualifications/Skills needed:
- College degree or equivalent administrative support experience;
- Outstanding attention to detail, discretion, initiative and follow through;
- Excellent organization and planning skills;
- Excellent verbal and written communication skills;
- Presentation and report creation skills;
- Excellent collaboration and relationship-building skills;
- Passion for working as part of a team to advance the mission and priorities of CAS;
- Experience working with students and faculty or in a higher education environment preferred;
- Experience supporting executive leaders preferred.
