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Executive Assistant to the Dean

Willamette University
Oregon, United States
Salary Not specified
Posted date
Aug 11, 2021

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Position Type
Administrative, Deans
Employment Level
Employment Type
Full Time
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Executive Assistant to the Dean

Posting Number: R0003746
Location: Salem Campus

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Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
The Executive Assistant to the Dean provides comprehensive administrative and coordination support for the operations of the Dean's office and its organizational leadership. This administrative professional position requires maintaining confidentiality and extensive flexibility to effectively balance office reception, multiple calendar scheduling, meeting/event preparation and support, document approvals, systematic record-keeping, some writing and editing, and special research projects. The person in this position must be able to work independently to meet deadlines, shifting priorities, and an often-demanding schedule.

Reasonable Accommodations Statement:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

  • Responsible for day-to-day management of the office.
  • Handles and prioritizes incoming issues and requests addressed to the Dean.
  • Responsible for understanding and interpreting highly sensitive and confidential matters and documents.
  • Assists the Dean in preparation of his/her class materials/teaching assignment(s).
  • Communicates directly and professionally, on behalf of the Dean to community members, campus departments, other institutions, and all interested parties.
  • Manages calendars for the Dean and other members of the Dean's office staff.
  • Responsible for official functions/events hosted by the Dean, as well as specific College events, either on campus or off campus.
  • Tracking and managing invoices and billing as necessary in the College of Law's budget.
  • Serves as the point of contact with the Human Resources office regarding payroll, staff/faculty recruitment, on-boarding procedures, salary information.
  • Manages the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the Dean Initiatives.
  • Develops trust-based relationships with internal and external stakeholders to facilitate information sharing and expedite problem solving related to the Dean's initiatives.
  • Assists the Dean and his/her designees in creating, organizing, and maintaining Dean's office records and relations including faculty/staff personnel files, faculty research stipends, faculty salaries, adjunct contract letters and stipends, and multiple accreditation bodies.
  • Assists the Director of Development in ensuring that the Dean's strategy, contact reports, and action information is maintained in the fundraising database in a timely and accurate manner.
  • Writes, edits, or coordinates the creation of select communications on behalf of the Dean. Processes and responds to letters of select inquiries, complaints, and other types of correspondence.
  • Works closely with units reporting directly to the Dean.
  • Follows campus policy and procedures regarding the Dean's files and documents. Archives appropriate files and documents on an annual basis. Secures a record of the Dean's correspondence, presentations, schedules, and calendars.
  • Serves as point of contact for all building/maintenance/facilities needs.
  • Assists with searches, including administrative assistance with searches for faculty, staff, and other College of Law positions.
  • Prepares Board of Trustees agenda items pertaining to the Dean's office.
  • Process daily mail, greet visitors, answer phones, maintain office appearance, order office supplies, schedule maintenance, filing and archiving, manage p-card statements, pay institutional membership fees.
  • Assists the Dean and the Office of Advancement in organizing and maintaining information for the Leadership Cabinet as necessary.
  • Demonstrates a commitment to diversity, equity, inclusion, and student success, and high level of interpersonal and intercultural literacy.
  • Perform other duties as assigned.

  • Bachelor's Degree, or at least 5 years of experience in an Executive Assistant role.
  • Excellent organizational skills and strong attention to detail.
  • Effective oral and written communication skills.
  • A demonstrated commitment to diversity, equity, inclusion, and student success, as well as working with broadly diverse communities.

Preferred Qualifications
  • Experience in an equivalent role or similar position.
  • Proven ability to handle complex and sensitive information with discretion.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced quickly changing environment.
  • Excellent competence in basic computer systems, Google docs, data entry, and web maintenance.

Typical Work Schedule

Monday - Friday 8am to 5pm

Physical Demands & Working Conditions

Typical work is performed indoors in a normal office environment.

Salary: $54,734

Applications will be reviewed on a rolling basis as received until the position is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

​Incomplete applications will not be considered.

Apply online at

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.

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