Executive Assistant to the Dean

Posting Details Position Information Position Title Executive Assistant to the Dean Position Type Regular Job Number SA88524 Full or Part Time full-time 40 hours weekly Fair Labor Standard Act Classification Exempt Anticipated Pay Range $75,000 - $87,000 Pay Range Information Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage. Position Summary Information Job Description Summary Ready to make an impact? In this role, you will support the ChapmanUniversity, Fowler School of Law mission of providing personalizededucation of distinction that leads to inquiring, ethical andproductive lives as global citizens. The Executive Assistant to the Dean partners with the Dean, and Lawschool leadership including the Associate and Assistant Deans, toprovide the administrative and business process support requiredfor the effective functioning of the Office of the Dean. TheExecutive Assistant coordinates with internal and externalstakeholders to process, distribute, and prioritize incomingrequests for the Dean’s time, provides value-add management of theDean’s calendar, including ensuring the Dean has the informationneeded to ensure effective meetings and events. Also manages travelarrangements and expense processing; coordinates special projectsas directed, and proactively solves logistical and/or processchallenges on behalf of the Dean. Responsibilities Daily Executive Administrative Support Serve as the primary liaison and point of access to the Dean’soffice by evaluating, prioritizing and facilitating requests forthe Dean’s time and attention Manage and maintain the Dean’s calendar. Schedule allappointments, meetings, and events, while coordinating relatedlogistics. Provide administrative support to Associate and Assistant Deansand other law school staff as capacity allows and as directed bythe Dean including calendar coordination, correspondence, meetinglogistics and document preparation Keep the Dean apprised of upcoming commitments andresponsibilities, following up appropriately. Ensure the Dean isprepared for meetings and other activities including preparationand summaries of materials as necessary. Build and nurture strong relationships across the Universityand with external stakeholders to facilitate effectivecommunication with the Dean’s office. Demonstrate professionalism, sound judgment, and leadership inall interactions to foster credibility, trust, and collaboration.Exercise the highest level of discretion and confidentiality whenhandling sensitive information, communications, and matterspertaining to the Office of the Dean Attend and provide administrative support for meetings led bythe Dean and take minutes. Circulate meeting materials in advanceto attendees. Track follow-up items. Manage the Dean’s expense records and reports. Coordinate and arrange travel for the Dean, ensuring compliancewith university or other applicable policies. Monitor and communicate emerging issues, concerns, andopportunities to the Dean in a timely manner, exercising soundjudgement to recommend appropriate courses of action. Draftcorrespondence, talking points, and responses for the Dean’s reviewand, when appropriate, manage the distribution of communications onthe Dean’s behalf. Priority Management & Coordination Maintain frequent communication and collaborate closely withthe Dean’s direct reports to coordinate priorities, facilitate theflow of information, and ensure alignment of initiatives, goals,and strategic objectives. Collaborate closely with the Office of the Provost, UniversityAdvancement, and other University leaders to coordinateinitiatives, communications, events, and projects involving theDean, ensuring alignment with the Law School and Universitypriorities Manage projects to successful completion, while managingmultiple deadlines, shifting priorities and time-sensitivedemands. Coordinate the preparation and timely distribution ofmaterials, agendas, timelines, and communications for internal andexternal committees in which the Dean serves as Chair or holds aleadership role. Ensure effective coordination with committeemembers and stakeholders to support successful meetings,initiatives, and outcomes.. Other duties and special projects as directed. Required Qualifications Education/Experience Requirements Bachelor’s degree or an equivalent combination of education andexperience required. Minimum five years of related professional administrative workexperience that includes experience in providing scheduling andspecial assistance to executive/professional level staff of anorganization/office. Knowledge/Skill Requirements Demonstrated ability to exercise sound judgment, discretion,and maintain the highest level of confidentiality when handlingsensitive information and complex matters. Ability to anticipate needs, think strategically, andproactively plan and execute in a dynamic and evolvingenvironment. Demonstrated ability to exercise sound judgment, discretion,and maintain the highest level of confidentiality when handlingsensitive information and complex matters Demonstrated curiosity and initiative in gathering information,seeking diverse perspectives, and developing thoughtful,value-added solutions. Exceptional interpersonal, written, and oral communicationskills, with the ability to interact professionally and effectivelywith individuals at all levels of the University and externalstakeholders. Strong project management skills with the ability toindependently manage priorities, meet deadlines, and adapt tochanging needs while maintaining a collaborative and flexibleapproach. Demonstrated ability to work effectively both independently andas part of a team in a fast-paced, service-orientedenvironment. Demonstrated ability to work effectively both independently andas part of a team in a fast-paced, service-orientedenvironment. Advanced proficiency with Microsoft Office 365 applications,including Outlook, calendar management, and related productivitytools. Experience with enterprise systems and applications such asSharePoint, CRM platforms, ERP systems, Concur, PeopleSoft Finance,or similar administrative systems is highly preferred Additional Information Chapman University offers acomrehensive and competitive benefits package designed to supportthe overall well-being, professinal growth, and success of ouremployees. Our benefits include traditional offerings along withunique programs and resources that promote health, financialsecurity, work-life balance, and a strong sense of community. Desired Qualifications Special Instructions to Applicants At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community. Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law. Applicants for Staff and Administrator positions must be currentlyauthorized to work in the United States on a full-time basis. The offer of employment is contingent upon satisfactory completionand outcomes of a criminal background screening and returning tothe Office of Human Resources a signed original acceptance of theChapman University Agreement to Arbitrate Minimum Number of References 3 Maximum Number of References 5 Pre-screening Questions Required fields are indicated with an asterisk (*). Applicant Documents Required Documents Resume Cover Letter Optional Documents Letter of Recommendation 1 Letter of Recommendation 2 #J-18808-Ljbffr