Office Assistant

The Assistant to the Dean works with the Dean to assist with multi-varied administrative and clerical duties of the office, and other necessary tasks associated with the daily operation of the College. Like all positions throughout the College, the Assistant to the Dean supports and is an important component of the cohesive team of students, faculty and staff serving the educational and research mission of the College.

Reporting directly to the Dean, the Assistant to the Dean is a primary representative of the Dean who supports the cohesiveness of the faculty, students, and the staff, thinking proactively, identifying and prioritizing, and addressing the needs on an ongoing basis.

Manages and maintains Dean's schedule, including scheduling travel and conferences, making appointments, and making changes to appointments. Acts proactively, meets deadlines, and communicates effectively. Facilitates internal communication, i.e., agendas, newsletter, calendar invites, presentations. Handles all Travel Requests for the Dean, processes Travel Authorization forms, makes travel arrangements via Axiom, Odyssey Travel Services, online, or via telephone for Dean, and Dept. Chairs when time allows.

Provides high-quality administrative and clerical assistance to the Dean and Dept. Chairs (as time allows) in a timely and professional manner. Handles all conventional correspondence, travel, schedules, and administrative and financial support activities. Maintains confidentiality and discretion regarding College business and files. Attends College Leadership Team meetings, takes, prepares and electronically files meeting minutes. Arranges lodging for visitors and interviewing candidates. Processes post-travel and non-travel expense reports. Requests and files post-travel trip reports. Works with College leadership team in fulfilling College goals and College activities.

Qualifications :

• High School degree 3-5 years' experience as an executive assistant, personal assistant or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality