"Executive Assistant to the Dean of the Faculty"

Job Details

Job Location

Hampden-Sydney College - Hampden Sydney, VA

Description

Hampden-Sydney College invites applications for an Executive Assistant to the Dean of the Faculty. Reporting to the Dean of the Faculty, the Executive Assistant supports the mission of the College by performing a variety of confidential administrative and managerial duties vital to the operation of the College, requiring a thorough knowledge of organizational procedures and precedents and excellent communication skills. The Executive Assistant provides leadership and supervision to the Academic Administrative Assistants and Lab Technicians.

DUTIES

Provides executive assistance to the Dean of the Faculty, as well as the Associate and the Assistant Deans, as needed, including but not limited to managing the unit to establish work and communication priorities, organizing tasks to meet required deadlines, and a thorough follow up for quality assurance.

Maintains the Dean’s professional calendar. Coordinates various faculty committees. Creates agendas and ensures accuracy and completeness of faculty meeting minutes in collaboration with the faculty clerk. Organizes various travel arrangements and reservations to include initiating payment to the Dean for the same.

Serves as a primary source of information to the College community regarding faculty related budgets, meetings, and work assignments. Serves as a first point of contact for the Dean of the Faculty’s office and answers inquiries which require an understanding of the organization, programs, and procedures related to the work of the unit. Prioritizes and triages such inquiries, and refers matters requiring the personal attention of the Dean, Associate Dean and Assistant Deans, or Dean’s direct reports, as needed.

Receives, reviews, and screens all physical correspondence for the Dean determining items that require supervisory review and those that require routing to other departments. Composes, reviews drafts, and edits correspondence on behalf of the Dean, including but not limited to letters, memoranda, budget, financial, and statistical reports, as well as highly confidential documents, ensuring for accuracy, neatness, grammar and completeness before presenting to the Dean for signature.

Assists in faculty recruitment and onboarding. Maintains faculty payroll information by collecting, calculating, and submitting data. Updates payroll records by reporting changes in rate of pay, rank, professorship, overload or other stipends, provides payroll information by appropriately answering questions and requests, and maintains faculty confidence and protection of sensitive payroll operations by keeping information confidential.

Coordinates special projects pertaining to the faculty such as the faculty socials, orientation, pre-term workshops, and commencement and convocation awards and processes. Assists with maintenance of the Faculty Handbook, various faculty professional memberships, and duties related to record retention.

Reviews and approves expense reports, check requests, and reconciled credit card statements for various leaders of units and departments, staff and faculty, to include top level senior leadership such as the Dean of the Faculty and the Vice President for Business and Finance.

Assists with drafting and implementation of faculty departmental, restricted, and salary budget lines.

Participates in professional development opportunities and on committees, as appointed.

Perform other related duties as assigned.

Qualifications

Qualifications:  Bachelor’s degree is required along with minimum of 5 years of previous relevant experience or equivalent combination of education and experience. 

Review of applications will begin immediately and continue until the position is filled. Apply here on our website. You may also mail your application to Hampden-Sydney College, Human Resources, P.O. Box 25, Hampden-Sydney, VA 23943.

Hampden-Sydney is one of three liberal arts colleges in the United States dedicated to the education of men, and our mission is to educate "good men and good citizens in an atmosphere of sound learning." As a community, we are dedicated to the goal of building a culturally diverse staff committed to working in a multicultural environment and strongly encourage applications from women and minoritized groups. Hampden-Sydney College values diversity, prohibits discrimination, and is committed to equal opportunity for all employees and applicants for employment.