Executive Assistant to the Dean of the Faculty and Vice President of Academic Affairs

Title: Executive Assistant to the Dean of the Faculty and Vice President of Academic Affairs





Position Purpose:

This position reports to the Vice President for Academic Affairs and Dean of the Faculty (DOF/VPAA), and is responsible for assisting the DOF/VPAA in the work of the office related to the academic departments, programs, and academic offices including:

• communication with and support of academic departments and programs;
• staff support for faculty governance and committees;
• assisting the associate and assistant deans as needed;
• coordinating special events such chairs’ retreat, faculty events, and celebrations ;
• helping the vice president prepare for board meetings and Commencement.

This position requires:

• Excellent organizational skills and attention to detail.
• Discretion and ability to keep information confidential.
• Strong verbal and written communication skills.
• Ability to manage scheduling and documents for the Dean.
• Ability to accurately work with data and maintain records.
• Ability to analyze clearly the complex professional and personal situations handled by the office.

Job Duties:

1. Executive assistant to the Vice President for Academic Affairs and Dean of the Faculty:

• (a) manages schedule and calendar;
• (b) ensures that the VPAA is prepared and briefed before all events and meetings;
• (c) drafts and manages correspondence and communications;
• (d) coordinates travel and campus visits
• (e) serves as a draft writer, editor, and proofreader for DOF/VPAA communications;
• (f) supports various faculty governance committees.

2. Administrative support of DOF/VPAA office:

• (a) communicates with department/program and division chairs regarding DOF/VPAA office procedures, policies, and activities.
• (b) communicates with President's Office regarding DOF/VPAA office activities.
• (c) assists in the overall maintenance of the DOF/VPAA website and social media.

3. Administrative support for faculty governance:

• (a) tracks implications of faculty legislation for policy and procedures of the college;
• (b) tracks legislative changes and policy decisions by the faculty and faculty governance committees and notifies office personnel when changes are made;
• (c) prepares and distributes the agenda, legislation, and minutes for faculty meetings and maintains official records of faculty meetings generated by the faculty;
• (d) distributes agenda and supports faculty governance committees of the DOF/VPAA;
• (e) tracks faculty participation in governance and maintains records of committee assignments.

4. Administrative support for faculty honors and awards:

• (a) coordinates, prepares and implements faculty awards and grants
• (b) organizes and processes applications and prepares material for appropriate decision-making committees;
• (c) prepares and distributes notification of awards;
• (d) maintains a database of results and prepares reports as needed.

5. Organizes, coordinates, and supports special events:

• (a) coordinates and supports the DOF/VPAA office’s involvement with special college events.
• (b) coordinates, prepares and implements the administrative duties for special faculty groups such as new faculty orientation;
• (c) supports the administrative activities for the office related to Trustee meetings and events, development, and alumni;
• (d) supports other DOF/VPAA events as assigned.

6. Office functions :

• (a) provides day-to-day technical and office support as needed to the Dean of the Faculty and associate and assistant deans of the faculty:
• (b) interfaces with college and community constituents and parties seeking information and services from the DOF/VPAA;
• (c) processes print and electronic communication;
• (d) updates website and DOF/VPAA social media presence as directed.

Minimum Qualifications:

Education

Bachelor’s degree preferred, or the equivalent in training/experience.

Experience

● Minimum of 5 years of progressively high-level administrative experience.
● Proven experience in records management, and development of administrative policies and procedures.
● Proven experience successfully facilitating complex projects through completion.

Skills and Knowledge

● Excellent communication (written, verbal, listening and presentation) skills.
● Ability to function effectively under pressure; works to ensure accuracy and completeness; tracks and follows up with others
to ensure that agreements and commitments have been fulfilled.
● Ability to exercise independent judgment in a highly visible and important environment based on knowledge of college and the
vice president’s interests and priorities.
● Commitment to discretion and the ability to maintain confidentiality.
● Outstanding planning, time management, and organizational skills.
● Ability to make an impact through work as a member of a team and diverse community.
● Excellent customer service skills with the ability to remain composed, friendly, and demonstrate poise under stress.
● Excellent analytical and problem-solving skills; high level of accuracy; ability to synthesize complex or diverse information.
● High comfort level with mobile technology including the ability to troubleshoot presentation issues.
● Demonstrated willingness to engage in continuous learning.
● Ability to work independently and handle multiple priorities with minimal supervision. Demonstrates initiative.
● Strong interpersonal skills with ability to develop and maintain collegial relationships. Must be flexible, collaborative and have a
positive attitude.
● Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.




Preferred Qualifications:



Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 12 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more) and a supportive, collegial environment in a drug- and smoke-free workplace.



Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at glexow@bates.edu .

About Bates:

Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.

Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.

Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.

Advertised: Aug 19 2022 Eastern Daylight Time
Applications close: