"Executive Assistant, School of Behavioral and Health Sciences"

Description

Under the general direction of the Dean of the School of Behavioral and Health Sciences, the Executive Assistant provides high-level, complex, and confidential administrative support to the Dean and the School's academic departments, including psychology, counseling, nursing, sociology and social work, nutrition, health informatics, and public health. As an integral member of the School's team, this position manages the daily operations of the Dean's Office, supports strategic initiatives, exercises independent judgment on non-routine matters, and serves as a primary liaison to faculty, staff, students, and external partners. The Executive Assistant supervises student employees, manages sensitive information with discretion, and supports special projects and institutional priorities. Occasional evening or weekend work may be required.

Essential Duties

include the following. Other duties may be assigned.

Administrative Support (70%)

• Serves as the Executive Assistant to the Dean and provides comprehensive administrative management for the School of Behavioral and Health Sciences
• Assists the Dean with meeting strategic goals and priorities
• Responds independently to routine and complex inquiries on behalf of the Dean
• Drafts correspondence and prepares responses involving non-routine matters for the Dean's review and signature
• Manages the Dean's calendar, schedules meetings and appointments, and assembles briefing materials in advance
• Screens mail and electronic correspondence and determines appropriate action
• Completes special projects for the Dean as requested
• Maintains electronic and archival filing systems, including confidential records related to personnel, students, budgets, and accreditation
• Assists in the preparation of regulatory and accreditation reports
• Coordinates faculty recruitment processes, including organizing application materials, scheduling interviews, and arranging travel and reimbursements
• Compiles and distributes teaching schedules, office hours, classroom assignments, and final exam schedules in coordination with the Registrar's Office
• Independently resolves scheduling conflicts and facilitates classroom changes to meet enrollment or technology needs
• Provides onboarding and orientation for new full-time and adjunct faculty
• Maintains and updates departmental manuals and procedural documentation
• Orders desk and examination copies of textbooks.
• Plans and coordinates school-wide events, conferences, and special programs.
• Arranges guest speakers, negotiates honoraria, secures space, coordinates catering, transportation, and promotional materials.
• Maintains close working relationships with Campus Safety, IT, and Facilities Management.
• Submits work orders, access requests, room reservations, and transportation requests.
• Oversees office operations and establishes priorities to ensure efficient workflows.
• Supervises, trains, and schedules student employees.
• Provides cross-coverage for other administrative offices during absences.

Financial and Operational Management (20%)

• Downloads, reviews, and analyzes monthly budget reports.
• Maintains and monitors departmental financial records.
• Tracks expenditures and reconciles accounts.
• Prepares requisitions and purchase orders.
• Independently places vendor orders and follows up as needed.
• Works with Accounting to ensure timely payment of invoices.
• Processes faculty reimbursement requests.
• Manages departmental supplies and inventory.
• Coordinates service calls for office and laboratory equipment.

Customer Service and Campus Engagement (10%)

• Serves as a primary point of contact for faculty, staff, students, and external partners.
• G greets visitors and manages phone and email communications.
• Responds to inquiries with professionalism, discretion, and diplomacy.
• Assists with class cancellations and student notifications.
• Supports exam logistics for faculty as needed.
• Promotes departmental and student engagement events.

Professional Development

Participates in professional development and training opportunities as approved.

Qualifications

We seek a candidate who values diversity, equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College's mission as a student-centered, liberal arts institution.

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Qualifications

Associate's degree with 2-3 years office experience preferred, preferably in a higher education environment, or satisfactory combination of education and/or experience. The successful applicant must be highly service-oriented; must be able to work and communicate effectively with individuals from all levels of the organization and outside; must be capable of independent work and judgment; must have the ability to exercise strong time management techniques and accomplish responsibilities with enthusiasm and dedication.

Preferred Skills and Characteristics

• Bachelor's degree preferred.

Technology Skills

Proficient in MS Office tools (Microsoft Word, Excel, and PowerPoint), e-mail and Internet. Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.

Language Skills

Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone. Ability to write routine reports and correspondence.

Mathematical Skills

Proficient with statistical and financial concepts. Must have the ability to apply those concepts to tracking, projections, goal setting and interpreting reports. Must be able to draw conclusions from reports and make cost effective decisions regarding programs.

Reasoning Ability

Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in theoretical arena and apply logic as appropriate.

Compensation

This is a position with an annual starting salary range of $38,700 to $43,000 depending on circumstances including an applicant's skills and qualifications, certain degrees and certifications, prior job experience, training, and other relevant factors. Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting. The College may ultimately pay more or less than the posted compensation range. Hood College offers excellent benefits, including medical, dental, vision, retirement, paid time off, and tuition benefits. Learn more about Hood College

To Apply

We invite qualified candidates to apply on-line via our electronic application which requires submission of a cover letter, resume and three professional references.

If you need assistance with the on-line application process, please email humanresources@hood.edu or call (301) 696-3592.

Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States. EOE/AAP/M/F/Vet/Disability Employer

Hood College does not discriminate on the basis of sex, race, color, national origin, sexual orientation, gender identity or gender expression, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws including Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, and complies with the law regarding reasonable accommodation for disabled applicants and students. Inquiries about discrimination or reasonable accommodation should be referred to the Title IX and Section 504 Coordinator at Alumnae Hall, 401 Rosemont Avenue, Frederick, MD. 21701 (AD 312), (301) 696-3592. For complete information on Hood College's nondiscrimination policy, please visit http://www.hood.edu/non-discrimination/.

Education

Required
Associates or better.