Senior Administrative Assistant 2, FAS

Overview

The Senior Administrative Assistant 2 serves as the administrative leader and expert resource over the complex ladder faculty search, recruitment, and retention administrative policies and procedures for the 40+ departments and programs that comprise the Faculty of Arts and Sciences (FAS). This role will also serve as administrative support to a Senior Associate Dean and other deans within the FAS with duties to include but not limited to calendaring, scheduling and preparing meeting materials. This role is responsible for having in-depth knowledge about the complex practices and procedures required for implementing FAS ladder faculty search, recruitment, and retention processes, including but not limited to equal opportunity and nondiscrimination requirements for faculty searches; compliance with FAS, university, and federal level requirements; and the review and approval process for various specialized commitments in ladder faculty recruitment and retention offers (e.g., research funding, instrumentation, computing commitments, and facilities/renovations) in the FAS departments.

The Senior Administrative Assistant 2 provides the FAS Chair's Assistants with direction and guidance over the entire faculty lifecycle process, from searching and recruiting to termination and retirement by reviewing faculty search materials in Interfolio, reviewing shortlists and proof of advertisement in Faculty Search Reporting Process (FSRP), tracking search flow, and providing academic units with staff support and training, as needed. Serves as a key resource that provides independent interpretation and guidance on the ladder faculty recruitment and retention procedures to a variety of stakeholders, including members of the Provost’s Office, FAS department faculty Chairs, Chair’s Assistants, department business office staff, and other stakeholders.

Provides administrative leadership and ownership over the entire recruitment and retention offer letter infrastructure process and faculty offer database system (Porter). Serves as the final reviewer of all ladder faculty recruitment and retention offer letters and ensures that all procedures and requirements have been met. Ensures accurate and detailed production and dissemination of over one hundred recruitment and retention letters to faculty candidates and current faculty members each academic year. Audits Workday records and reports for accuracy and timeliness consistent with ladder faculty appointments.

Confidentially manages the strict timelines, Provost and FAS approvals, and funding commitments required for all ladder faculty offers. Provides administrative support for the FAS Faculty Resource Committee meetings including scheduling, organizing catering, preparing materials, and communicating with committee members. As part of the administrative leadership of the office, oversees and coordinates the assessment of practices and procedures, participates in and leads improvement initiatives, and effectively communicates changes. Manages departmental email inbox, addressing and answering inquiries or forwarding them to the relevant people, as needed. May provide administrative support coverage for other staff members including front desk coverage of Warner House or support for instructional faculty searches, reappointment and promotion cases, leaves, and appointment letters. Perform other duties as assigned.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

Required Skills and Abilities

1. Proven experience working with faculty hiring processes and procedures. Knowledge of faculty ranks, departments, divisions, and governance.
2. Proven ability working in an academic environment among faculty, students, and staff in an administrative leader and training capacity. Ability to manage sensitive and confidential subject matter with the utmost discretion. Ability to represent the FAS Dean’s Office and the University professionally.
3. Strong leadership skills with the ability to ensure projects and assignments are fully completed in a timely manner. Demonstrated ability to make independent and informed decisions, solve problems, take initiative, anticipate action, follow through, and work independently and as part of a team. Ability to organize workload to meet multiple competing deadlines.
4. Outstanding interpersonal skills and ability to interact with a diverse population. Strong oral and written communications skills, with experience composing and distributing moderately complex correspondence with a high degree of accuracy and attention to detail. Experience drafting, editing, and/or reviewing offer letters and correspondence.
5. Demonstrated ability of multitasking with strong organizational and prioritization skills, working in a busy environment. Proficiency with Microsoft Office Suite. Willingness and ability to learn new systems. Excellent attendance, reliability, and punctuality as attested by references.

Preferred Skills and Abilities

1. Advanced computer skills.
2. Experience with Workday and Interfolio.
3. Proven experience overseeing the work of others.
4. Familiarity with FAS faculty database (Porter) and recordkeeping systems.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.
2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.
3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.
4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.
5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up.
6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.
7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams.
8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office.
9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
10. May perform other duties as assigned.