Executive Assistant to the Academic Deans

Purpose

The Executive Assistant will provide support to the Dean of Traditional Undergraduate Education, Dean of Online, Non-Traditional and Graduate Education and Associate Dean of Faculty Development. Support will include but is not limited to calendar management, reserving spaces for upcoming meetings and events, assisting in travel arrangements and academic administration processes. This assistant frequently engages faculty, staff, students and prospective students and provides a welcoming presence to the Academic Administration office. The Executive Assistant will also assist academic support staff in their related divisions and schools as needed.

Job Role and Responsibilities

Communication

• Serves as a point of contact for the Academic Deans, representing them and creating a welcoming environment for guests. Facilitates clear communication between academic leadership and faculty, staff and students as well as external visitors and callers. Promotes a positive image of the University and stays informed about University programs and initiatives. Manages correspondence, answer phone calls, takes messages and drafts emails on behalf of the Academic Deans while maintaining confidentiality and professionalism.

Calendar Management

• Maintains the calendar for Academic Deans, scheduling appointments and assists in prioritizing commitments. Creates Zoom and Teams links for virtual meetings. Assists with scheduling and implementation of academic events for Academic leadership.

Academic and University Event Coordination

• Reserves rooms and spaces for meetings and events. Assists in the planning, coordination, and oversight of academic and university events and special projects as assigned. Coordinates with Community Experiences and AV/technology needs and arranges for catering either through Chartwells or off-site vendors as needed.

Academic Affairs

• Registers Academic Deans for conferences and maintains records of memberships. Manages travel arrangements and processes travel expenses using Center Card. Assists in Academic Administration office flow. Ordering office supplies and equipment, maintaining office and building needs. Able to assume multiple roles when assigned. Perform additional responsibilities as assigned by Academic leadership. Able to assume multiple roles when Academic office staff or Administrative Assistants are unavailable or positions are vacant.