Description:
Plays a key role in supporting the Dean's Office as part of a team supporting the Dean of the Faculty. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Requires excellent communication and interpersonal skills, ability to work as part of a team and independently.
Performs a wide range of administrative activities including, but not limited to:
- Front office reception duties
- Serving as principal contact and source of information for customers of the office including faculty, students, staff, and external people.
- Plays a key role in the front suite by welcoming guests to the Dean's Office; answering the phone, receiving mail.
- Financial support
- Concur reports preparation, accounts payable coordination, tracking of payments and expenses as needed.
- Records management
- Creating, managing, and updating records. Including updates to team resources on SharePoint.
- General office support and project management
- Supports the dean's office team by providing backup support to other team members; coverage during vacations and other time off; support for shifting priorities, including ad-hoc project management and tracking.
- Meeting support
- Secure and set up meeting space; arrange and support Zoom meetings as needed; arranging catering orders; may attend meetings by Zoom or in person to provide logistical support.
- Coordinate logistics for meetings, including room reservations, technology setup, and materials preparation as needed.
- Calendar support
- Supports Senior Executive Assistant and Briefings Coordinator with calendar review to assure accurate and timely updates to the dean's schedule, as well as prioritizing scheduling queue with Dean's Office team.
- Briefing support (backup)
- Gathers briefing materials, bios, and other advance materials.
- Takes initiative to help identify holes in dean's briefing materials and take steps to remedy; research background on attendees as needed; prepare informative and concise bios.
- Travel Support
- Supports travel coordination including booking reservations (ground transport, air travel, hotel bookings, etc.) and other logistics.
- Email management
- Reviewing, routing, answering, and monitoring follow-up actions on email correspondence on behalf of the office.
- Additional duties as required.
Successful person in this role will be flexible, professional, accountable, brings a can-do attitude, and is a team player. Able to learn systems and be consistent in written materials, offer system improvements when able. Requires ability to rapidly learn University and office policies and procedures. Strong experience in Microsoft Office suite, Outlook, and SharePoint; experience in complex calendar management, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email. Uses internet and online conference applications (Zoom, Teams).
Expectations:
- Quickly learn structure of office
- Understand who is on 10th Floor Leadership and Dean's Council, and all other School and University leadership.
- Learn the academic departments and office names and related contacts for each
- Share and manage projects/tasks jointly with other colleagues in collaborative manner
- Take direction and correction well, take responsibility for changes and proactively take steps to ensure processes are correctly carried out
- Willingness to dig in on projects and tasks and see through to completion
- Ask pertinent questions to resolve potential issues proactively
Hard Skills We Are Looking For:
- High-level office experience and/or College graduate
- Office and Outlook
- Scheduling
- Email/correspondence
- Excellent written communication and copy-editing skills required
Soft Skills We Are Looking For:
- Professional, friendly, helpful
- Communication, written and spoken