Administrative Assistant to the Associate Dean and Executive Director of Academics (Project Management Specialist)

Job Summary

The Eskenazi School seeks an administrative assistant to provide a full range of administrative support to the Associate Dean (AD) and Executive Director of Academics (EDA) across areas of academic affairs, faculty affairs, research and creative activity, and general administration. The role may require developing resources and providing administrative support for strategic initiatives.

Department-Specific Responsibilities

• Provides administrative support to AD/EDA, exercising confidentiality, tact, and diplomacy.
• Anticipates the needs of the AD/EDA to ensure a smooth and properly functioning operation.
• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
• Receives, screens, and directs incoming communication (e.g., email, mail) and visitors promptly, courteously, and accurately.
• Manages AD and EDA calendars, meetings, travel, correspondence, and budgets.
• Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
• Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business for which support is being provided.
• Coordinates with AD to identify funding needs and potential sources to support the Eskenazi School's research and creative activity goals and long-term and short-term strategic projects.
• Works with AD and EDA to construct and administer program budgets and approve spending. Tracks progress on deliverables, analyzes data on projected spending, and prepares reports to funding sources.

General Responsibilities

• Manages a small project, from start to finish, or 1 phase of a large project, ensuring on time completion within budget.
• Develops project plan(s) and efficiently analyzes, tracks, forecasts, and reports on project metrics and shortfalls.
• Reports on progress and provides regular updates to upper management.
• Coordinates and communicates between various areas; conducts project meetings and prepares regular reports.
• Collaborates with other departments to ensure that project objectives are achieved within established time frames.
• May provide guidance and support to non-exempt staff.