Executive Assistant to the Dean

Executive Assistant to the Dean The Executive Assistant to the Dean in the College of Veterinary Medicine provides leadership in directing the daily administrative operations of the Dean’s office and provides advanced level support to the Dean. The Executive Assistant also provides a positive collaborative presence internal and external to the Office of the Dean; and functions as a gatekeeper to assure prioritization of the Dean’s time and effectively responds to wide variety of inquiries from faculty, staff, students, alumni, and other stakeholders. Responsibilities Provide leadership and work with other staff to organize, implement, and maintain comprehensive operational policies and procedures in the Office of the Dean. Serve as liaison on behalf of the Office of the Dean with other CVM offices, University offices, and outside agencies for the professional flow and dissemination of information. Handle all matters related to the dean and the Office of the Dean with confidentiality and sensitivity of internal and external communications and operations. Work with the Office Manager to coordinate and maintain effective office procedures and efficient workflow; and assist in organization and implementation of a variety of professional and administrative activities related to efficient operation of the Office of the Dean. Coordinate and manage all administrative activities and technical assistance related to the dean including preparation of written and verbal communication. Organize and coordinate conferences and meetings on behalf of the dean. Develop business itineraries and coordinate travel requirements for the dean. Coordinate operations/activities involving human resources, academic and staff personnel. Conduct research and prepare briefing materials for meetings, work projects, reports, and forms. Maintain and record minutes or notes of all meetings with the dean or representative. Compose and edit correspondence and reports with good judgment and originality. Assist the dean with setting priorities and manage the dean’s schedule to keep on task with assignments, appointments, and meetings. Manage the dean’s daily calendar, schedule appointments efficiently. Receive and assist visitors, refer to appropriate persons. Assist the dean with special projects as needed. Take administrative action authorized during the Dean’s absence, use initiative and good judgment to refer matters requiring higher-level attention, keep the dean informed of all actions and recommendations. Perform other duties as assigned. Qualifications Bachelor’s degree from an accredited four‑year college or university in an education‑related discipline preferred or an Associate degree with Administrative professional certification or license such as Administrative Professional (CAP), Licensed Legal Secretary (LLS), and Certified Professional Secretary (CPS). Five (5) years of experience as an administrative support professional, including supervisory and administrative duties and experience in an institution of higher learning, and working knowledge of university policies and procedures. Member of an administrative professional organization is desirable. Physical Demands Ability to operate standard office equipment. Ability to walk short distances. Ability to lift and carry parcels, packages and other items. Ability to view a computer terminal. Skills and Attributes Knowledge: Knowledge of one or more computer software programs such as Microsoft Word, and other computer databases. Understands program goals and ability to prioritize according to urgency. Skills: Excellent organizational skills. Demonstrated effective management skills – leadership, planning, organization, evaluation and effective communication. Proficiency in written and verbal communication. Ability to compose and edit letters and reports. Excellent interpersonal communication skills for interacting with customers in person, by telephone, and electronically. Proficiency operating standard office machines including desktop computers, typewriters, copiers, fax machines, and other office machinery. Abilities: Ability to manage multiple tasks with complete deadlines. Ability to communicate with and work well with all levels within an organization. Ability to work effectively with persons from diverse ethnic, racial and socio‑economic backgrounds. #J-18808-Ljbffr Tuskegee University