Executive Assistant to the Dean, College of Natural, Behavioral, and Health Sciences (CNBHS)
- Employer
- Simmons University
- Location
- Massachusetts, United States
- Salary
- Salary Not specified
- Date posted
- Aug 12, 2021
View more
- Position Type
- Administrative, Deans
- Employment Level
- Executive
- Employment Type
- Full Time
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Executive Assistant to the Dean, College of Natural, Behavioral, and Health Sciences (CNBHS)
Main Campus - Boston, MA
R07594
The Executive Assistant to the Dean will provide organizational and administrative support of a confidential nature to the Office of the Dean. Reporting to the Dean of the College of Natural, Behavioral, and Health Sciences (CNBHS), the Executive Assistant will act as liaison with internal colleagues and external partners while promoting a culture of inclusion and responsiveness through customer-centric support. This position requires keen interpersonal skills, exceptional judgment to facilitate collaboration and communication among diverse groups, and the ability to proactively solve problems and/or independently handle issues. The Executive Assistant is an integral part of a fast-paced and collaborative team of operations-related staff within the Dean's Office and across CNBHS.
This highly visible role is critical to the function and success of the Dean's Office. The Executive Assistant will serve as the first point of contact for inquiries related to the Dean and will support both academic and individual calendar coordination, event and meeting preparation, data maintenance, and routine day-to-day operations. The ideal candidate will: maintain a strong customer focus; foster mutual respect; support Simmons University's commitment to diversity, equity and inclusion; practice and promote teamwork; perform independently; maintain confidentiality; adhere to high standards of personal conduct; and maintain and enhance professional/job competency.
Essential Functions
Calendar & Meeting Coordination
- Coordinate both academic and individual calendars for the Dean,
using sound judgment to prioritize and commit leadership time for
meetings, appointments, and travel based on an in-depth
understanding of the Dean's priorities and needs;
- Proactively identify and resolve scheduling
conflicts;
- Schedule meetings and arrange conference calls for the Dean as
well as College-wide faculty, staff, and student meetings as
needed;
- Coordinate meeting logistics including location reservations,
catering, and equipment;
- Prepare meeting materials and presentations;
- Draft and distribute meeting agendas;
- Attend meetings and manage meeting minutes as requested by the
Dean and/or Director of Operations.
Administrative Operations & Projects
- Support the Dean's finance-related needs, including but not
limited to purchasing supplies and travel expenses; processing of
expense reports and credit card statements; verifying receipts;
record and database maintenance requests; and complying with
University budget policies;
- Prepare information and materials as needed for orders,
programs, projects, and other College commitments, including
faculty, visitor, and speaker, reimbursements, honorarium payments,
and trainings;
- Coordinate the Office of the Dean's events and related programs
in collaboration with other Executive Assistants and Operations
team;
- Provide administrative support for faculty searches including
scheduling and booking travel, as needed;
- Support the annual faculty review processes including tracking
of deadlines, forms, signatures, and filing;
- Support other academic operational activities, including data
collection and analysis requests to support the Dean's priorities
and needs;
- Assist the Operations team with operational support including
maintenance of digital and hard-copy personnel files;
- Work on discrete projects, providing project coordination,
documentation, and support.
Communications
- Serve as the primary point of contact for the Dean for internal
and external constituencies;
- Maintain accurate contact lists and listservs in collaboration
with Operations staff;
- Coordinate communications from the Dean to internal and
external constituents;
- Respond to phone, email, and in-person inquiries in a timely,
professional and respectful manner, while making autonomous,
accurate, and swift judgments to triage all types of
inquiries;
- Responsible for sorting and distributing incoming
correspondence, including mail, faxes, and email in collaboration
with other Executive Assistants;
- May assist with drafting and/or proofreading emails, letters,
reports, or other documents and correspondence as
needed.
Additional Responsibilities
- Cross-training and providing coverage for other Executive
Assistants within CNBHS;
- Assist with training of CNBHS Administrative Assistants and
Operations staff, as needed;
- Additional duties as assigned by the Dean and/or Operations
Director.
Education
- Bachelor's Degree or equivalent work experience
required.
Required Technical Skills
- Advanced proficiency with MS Office (Word, Excel and
PowerPoint);
- Intermediate proficiency with Adobe Suites;
- Advanced proficiency with Google suite, including Google
Calendar and Drive
Knowledge, Skills & Abilities
- Three to five years of professional experience; administrative
or executive assistant experience preferred;
- Excellent verbal and written communication skills, including
editing and proofreading;
- Exceptional planning and organizational skills;
- Ability to take initiative and ownership of
projects;
- Demonstrated ability to handle sensitive issues and maintain
confidentiality;
- Ability to work well with culturally diverse populations within
an organization;
- Proven ability to perform duties with a high level of
professionalism, flexibility; discretion, judgment, diplomacy, and
tact;
- Ability to multitask, adapt to changing priorities, and meet
deadlines;
- Experience with purchasing and booking travel is a
plus;
- Prior experience in higher education administration a plus, but
not required.
Desired Competencies
- Communication
- Time Management
- Collaboration
- Personal Effectiveness/Credibility
- Flexibility/Adaptability
Required Application Materials:
- Resume
- Cover Letter
Work Schedule
This is a 40-hour work week non-exempt position with a Monday through Friday schedule. Potential evening or weekend time may be needed several times a year to support special events.
Salary Grade
H06
Instructions to Applicants: Please upload all applicable application materials (e.g. resume/cv, cover letter, writing sample, teaching philosophy, etc.) in the "Resume/CV" box on page 2 ("My Experience") of this application. Documents can be uploaded individually or as a combined document (e.g. PDF).
Simmons University is committed to inclusive excellence in all aspects of an individual's community experience. As a university committed to diversity, equity, and inclusion, Simmons encourages applications from all under-represented groups. Simmons is committed to creating, developing, promoting, and enhancing inclusive hiring practices-at all levels, for all positions-ensuring diverse talent pools and the delivery of a consistent positive candidate experience. Simmons is an equal opportunity employer and is committed to continuing to develop a more diverse faculty, staff, student body, and curriculum.
To apply, visit https://simmons.wd1.myworkdayjobs.com/en-US/Simmons-Careers/job/Main-Campus---Boston-MA/Executive-Assistant-to-the-Dean--College-of-Natural--Behavioral--and-Health-Sciences--CNBHS-_R07594
Located in Boston’s historic Fenway area, Simmons College is a small, private, non-sectarian College which has educated students for enriching careers and purposeful lives since 1899. Working at Simmons means joining a collaborative, diverse and mission-driven community of educators and professionals.
We prepare students to be leaders for themselves, their communities and the world. Our faculty and staff members lead by example - sharing a commitment to excellence and putting the students first.
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