Special Assistant to the Dean

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Department:

College of Arts & Sciences

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Special Assistant to the Dean is primarily responsible for providing support and assistance to the Dean of the College of Arts and Sciences.

The Special Assistant oversees and manages the allocation of the Dean's time and prepares background materials and minutes for meetings for the Dean. This includes meetings with outside constituents, helping with logistics for external visits and communications with external visitors.

Serves as a liaison between the Dean and the university community, facilitating meetings. This position works closely with administrators in the President's, Provost's, and other Deans' offices to ensure open communication and progress on issues that affect the College and the University.

Essential Functions:

• Provide support and assistance to the Dean, supervising the allocation of the Dean’s time. Manages the Dean’s schedule and plans for time management of events and preparation of events and meetings. Provide internal support, logistical management and oversight of Dean’s meetings and events. Prepare agenda drafts and edit documents and/or presentations as needed. Review all documents prepared by others for Dean’s approval to ensure accuracy and timeliness.
• Support associate deans and assistant deans on administrative tasks that arise from or directly support Dean’s priorities and the work of Dean’s Office. Responsibilities may include coordinating schedules, organizing meetings, preparing routine materials, supporting dean-related communications, and handling follow-up and logistics for College initiatives and requests.
• Coordinate the collection, compilation, and submission of data for College archival purposes and current use. Supervise all data retention and management for the College, including all confidential and official use only records maintained by the Dean’s Office staff. Ensure that all records are organized and easily accessible by the appropriate staff and secured at all times based on items’ confidentiality.
• Serve as a liaison between the Dean, University central administration, other schools and external constituencies. Facilitate meetings and serve on committees as requested. Oversee administrative processes for the shared governance committees and delegates work as needed.
• Other duties as assigned.

Supervisory Responsibility:

• May supervise student workers and part-time employees.

Competencies:

• Prioritizing and Organizing.
• Serving Customers.
• Making Accurate Judgments and Decisions.

Position Type/Expected Hours of Work:

• Full-time.
• 35 hours per week.
• Hybrid 01 work modality (on campus 3 - 4 days per week).

Salary Range:

• $35.21 - $37.35 per hour.

Required Education and Experience:

• Bachelor's degree or equivalent.
• 5 - 8 years of relevant experience.
• Progressively responsible experience in higher education administration.
• Excellent verbal and written communication skills.
• Demonstrated ability to identify goals, plan and execute complex projects independently.
• Demonstrated ability to work with a diverse range of people in various circumstances.
• Time management skills, attention to detail, and multitasking.
• Demonstrated ability to use independent judgment and discretion with minimal supervision.
• Highly developed interpersonal skills, the ability to deal properly with confidential material, and the ability to represent the Dean within a variety of activities.
• Advanced knowledge of Microsoft Office Suite.

Preferred Education and Experience:

• Master's degree or equivalent.
• 1 - 3 years of supervisory experience.

Additional Eligibility Qualifications:

• A very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information within the Dean’s Office.
• The worker normally performs their job indoors in an office environment.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.