"Senior Executive Assistant"

Overview

The Senior Executive Assistant will serve as the direct administrative assistant to the Dean of the School of Music, aiding the Dean in the performance of all functions. These functions include communicating with all levels of personnel, faculty, and students; planning and organizing meetings attended or convened by the Dean’s Office; maintaining the Dean’s Office calendar of activities; and arranging for the most efficient use of the Dean’s time, including making travel arrangements.

Responsibilities

1. Maintains and updates the Dean’s calendar of activities and travel itineraries.
2. Develops and maintains file systems to ensure proper handling, storage and access to information in the Dean’s Office, including methods for maintaining and distributing confidential and restricted information.
3. Assists the Dean’s office in the end-to-end process of planning, execution and distribution of School Prizes and Awards for students and external recipients, which includes the process of submissions and gathering information needed for payments.
4. Assists the Office of the Dean in the search process for new faculty hires. This includes assisting the Project Administrator managing Interfolio system from beginning to end and overseeing the recruiting to promotion process while following guidelines set by the Office of Faculty Affairs Services (OFAS).
5. Assists the Dean’s Office in all functions related to faculty administration, including, but not limited to, preparing faculty compensation forms, collecting necessary documentation, completing required forms and documents to be submitted to both Provosts' office and OFAS, and entering extra compensation amounts into Workday as applicable
6. Assists in annual process of updating faculty salaries, with a focus on completing forms submitted to faculty administrative services and corresponding data entry into Workday, including updated salary information, and strong attention to detail for accuracy
7. Assists the Office of the Dean in the invitation and processes surrounding guest artists, performers, and lecturers, including forms, documentation, and communications. The Executive Assistant will be the primary resource for questions and information. Plans and executes both domestic and international travel of visiting faculty or guests. Oversees and plans all elements of travel for guests, including hotels, flights and ground transportation. Communicates plans and sends itineraries. Track all expenses. Distributes information to visitors regarding payment options, reviews forms for business office regarding payments, answers questions, and sends instructions as needed.
8. Coordinates and assists with international travel for visiting guests and new faculty hires, including the procurement of travel documents, visas, and other necessary paperwork. Coordinates information input into the OISS system, and assists in review of required documents. Acts as a partner with OISS to ascertain what documents are required in a timely manner.
9. Records and maintains all expenses on behalf of the Office of the Dean, including meticulous record-keeping and entry into Workday.
10. Coordinates large-scale event planning, including Convocation, Commencement, Honors Banquet, faculty and staff meetings and functions.
11. Performs other related duties as assigned by the Dean in support of the Dean, Director of Special Projects, and the School of Music.

Required Skills and Abilities

1. Excellent organizational and communication skills. Demonstrate exceptional organizational, interpersonal, and verbal and written communication skills. Interact professionally with faculty, administrators, and staff at all levels. Draft routine communications on behalf of the Dean and respond to correspondence professionally.
2. Excellent computer skills demonstrated exceptional facility with word processing, spreadsheets, calendaring, and email software. Ability to learn new applications and platforms. Demonstrated ability with Microsoft Word, PowerPoint, Excel, Mail merge, and Outlook Suite.
3. Effective multitasking and time management. Plan, organize, and manage a large volume of work and diverse administrative tasks in a complex, fast-paced environment. Maintain accuracy, attention to detail, and exceptional proofreading skills. Manage several tasks simultaneously, navigate frequent interruptions, and execute tasks within reasonable time frames.
4. Sensitivity to and ability to effectively maintain confidentiality of information and materials. Work independently and under pressure with mature judgment when handling sensitive issues. Prioritize tasks, anticipate problems, and proactively solve challenges.
5. High level of interpersonal and service orientation. Ability to relate comfortably and knowledgeably to a wide range of individuals. Exhibit a strong service orientation, attention to detail, and accuracy. Possess excellent follow-up skills.

Preferred Skills and Abilities

1. Interest and/or appreciation for music.
2. Experience working with and supporting faculty.

Principal Responsibilities

1. Prepares and manages a high volume of correspondence, reports and documents.
2. Manages and assigns work on behalf of University Officer or other such leader, such a Dean and other professional staff in the Officer’s office. Serves as office manager, oversees and coordinates all clerical and facilities needs.
3. Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information.
4. Provides appropriate information when necessary during periods of Officer or Senior Leader unavailability.
5. Oversees the organization and coordination of meetings, conferences, events, travel, etc.
6. Manages and monitors technology needs, conducts inventory and assesses system requirements.
7. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions.
8. Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty.
9. Implements and maintains complex office systems.
10. Manages complex schedule and calendar for Officer or Senior Leader and the office.
11. Arranges and prepares agenda / materials for meetings, conferences, events, etc.
12. Prepares and collects documents and materials for meetings.
13. Interacts with staff at all organizational levels to gather information and/or provide requested information.
14. Oversees on boarding activities for new staff members. Supports recruiting and other related efforts.
15. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in business administration or a related field and a minimum of five years of related experience including two years of demonstrated leadership, project or process management and/or supervisory experience; or an equivalent combination of education and experience.