Executive Assistant to the Dean, Bellarmine College of Liberal Arts

Administrative Specialist

The Administrative Specialist provides high-level complex administrative support to the BCLA Dean. Performs and supervises a wide variety of specialized duties, which may include event/program administration, organizational analysis, budgets, contracts, facilities, systems, and personnel in support of the Dean's day-to-day work. Manages, supervises, and executes complex scheduling arrangements for unit executive. Participates in short- and long-range planning and coordinates the work of others. Resolves problems related to overall unit-level goals and effectiveness. Provides recommendations based on specialized skills and significant knowledge of organizations objectives and activities.

Position Specific Accountabilities

Manage Dean's Schedule and Projects

• Provide time management support by prudently allocating the Dean's time, exercising judgment about the priority and urgency of the many requests incoming from faculty, staff, students, other LMU administrators, alumni, parents, and industry contacts.
• Plan, coordinate, and arrange meetings on and off campus. Make travel arrangements for off-campus meetings and conferences. Reserve locations; prepare agendas and related materials; attend meetings as needed to record minutes or summaries for distribution.
• Ensure that the Dean stays abreast of all important university deadlines and reserves time to take necessary actions in a timely manner.
• Uphold the utmost confidentiality regarding meeting content and other highly sensitive information, such as personnel issues, grievances, finances, and donor relations.
• Help manage Dean's communication in terms of Phone, Email, and Social Media.

Routine Budget and Accounts Management

• Manage P-card transactions and reconciliation for the Dean.
• Track accounts, available funds, accounting policies, limits/intent, and awards/use for restricted accounts, donor funds, and endowments.
• Support the Dean in analyzing accounts, preparing related documents and spreadsheets, and routine reporting.
• Interface with Academic Affairs team for appropriate budget analysis, and work with BCLA administrative coordinators on budget-related matters as needed.

Prepare reports, correspondence, and presentations.

• Assist the Dean in researching, gathering, and compiling information and statistics.
• Review incoming requests for the Dean and compose routine responses and memos.
• Support the Dean related to preparation of BCLA Annual Report and other reports to leadership team.

Support Associate Dean for Faculty Development

• Help manage faculty relations vis--vis the college system of shared governance.
• Help arrange events with cohorts of faculty to support overall faculty development led by the Associate Dean.
• Work on projects with the Associate Dean that advance office goals in supporting of faculty and department chairs.

Execute, Coordinate or lead special projects as assigned

• Carry out specific project tasks to completion, organize and schedule working groups and task forces as needed, maintain project timetables, report results.

Other

Perform other duties as assigned or requested.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a Bachelor's Degree or equivalent experience. Incumbent will be expected to consume and produce information in sophisticated ways. Expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes and to advance the overall effectiveness of the Dean's work and office.
• Minimum of 6 years related job experience in progressively responsible positions, preferably in higher education and/or in fields related to development and/or communications.
• Ability to relieve the Dean of routine details and exercise initiative and independent judgment in Dean's absence. Maintain effective consultation and collaboration with Associate Deans as necessary.
• Demonstrated computer competency and experience in Microsoft Excel, Word, PowerPoint, etc. in both Mac and PC environments.
• Website skills required. Ability to use software such as Qualtrics/Google Forms needed.
• Highly developed organizational skills. Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operations. Work under constant deadlines and maintain a rigorous and detail-oriented approach to each task. Ability to assess, prioritize and delegate the flow of work on a daily basis.
• Essential to be able to maintain a high level of confidentiality and a high level of patience with situations characterized by complexity and contingency.
• Strong listening skills and ability to grasp information quickly and completely. Demonstrated ability to share information in written and oral forms concisely, correctly, and effectively in meetings and public presentations. Ability to write intelligently, eloquently, diplomatically, and persuasively and to prepare memos, reports and other documents efficiently.
• Exceptional interpersonal skills are required for effective interface with the Dean and the Dean's team, with other administrators and their teams, and with faculty, staff, students, and parents, Ability to manage and de-escalate conflict, when necessary. Professional demeanor and poise important for contact with VIPs and donors in communication with Dean.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.