Executive Assistant I - Office of the Dean College of Computing & Informatics

Job Summary

This is a dynamic team position providing support to the dean and his senior leadership team. Being a proactive problem solver, you will perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of higher education and academic affairs policies and practices. You will also be a part of the college’s operations team and provide cross-functional support for faculty affairs, corporate partners, events, and other programming. Must exhibit flexibility, dependability, diplomacy, and sensitivity as the position represents the Dean and the College.

Essential Functions

• Manage the Dean and Associate Deans’ calendars and schedule to make certain that identified priorities are addressed in a timely fashion, helping to ensure their time is focused on critical, strategic issues.
• Coordinate scheduling between the Dean and Associate Deans, Committee Chairs, and Directors to ensure timely resolution of critical issues and other matters; facilitate the resolution of pending issues and requests from those parties, ensuring that priority matters are brought to the attention of the Dean.
• Prepare agendas, minutes, power points/presentations, and memos of understanding.
• Attend meetings for the purpose of support and preparation of minutes.
• Build and manage relationships and interactions with internal and external customers. Serves as interface between the Dean and all constituents.
• Handle difficult, sensitive, and confidential issues/matters. Maintain confidentiality of all University-related matters.
• Ensure the Dean is prepared and appropriately supported for trips: arrange travel (national and international), prepare itineraries, prepare, and organize all background materials in advance.
• On behalf of the Dean, follow up with appropriate staff and/or faculty to ensure requests and correspondence are responded to on a timely basis; establish tracking/feedback system to ensure issues are recorded, addressed, and resolved.
• Handle confidential matters for the Dean and Senior Associate Deans as requested, including direct and frequent interactions with the President, Provost, Vice Provosts, and Vice Presidents.
• Quickly and efficiently utilizes data/databases related to donors, corporate sponsors, etc. to assist in creating reports, spreadsheets and correspondence.
• Perform special projects as direct by the Dean or Assistant Dean, Operations and Faculty Affairs, including the review, research, summation, or analysis of information.
• Serve as an active member of the college’s operations team assisting with large-scale initiatives, corporate partner engagement, and events.
• Works closely with the assistant dean to support initiatives led by the Dean, including strategic planning.
• Coordinates college-level meetings, including college assembly meetings, leadership meetings, and senior staff meetings.
• Works closely with the Assistants to the Department Heads to ensure coordination of administrative functions.
• Serve as the back up to the Program Manager, Faculty Affairs. o Assist with faculty affairs matters such as tenure and promotion, sabbatical and emeritus applications, and committee support.
• Reconcile Dean’s purchasing card and purchasing cards of other members of the executive staff.
• Support other members of the executive staff as needed.
• •Other duties as assigned

Required Qualifications

• High School Diploma or GED
• A minimum of 5 years of increasingly responsible administration
• Knowledge of principles and practices of higher education management preferred.
• Superior judgment in confidential matters.
• High degree of professionalism, initiative, integrity, urgency, and motivation.
• Ability to work in an accurate, detail-oriented, and highly productive manner.
• Ability to balance multiple priorities in a fast-paced environment.
• Ability to work both independently and contribute in every aspect to a team environment.
• Excellent oral, written, interpersonal and organizational skills required.
• Knowledge of Microsoft Office Products, including Outlook, Word, Excel, PowerPoint
• Ability to understand the needs and interests of corporate donors/sponsors in order to develop relationships between them and the College.
• Ability to effectively deal with a broad range of individuals at various levels within an organization including other Deans, Vice Provost & Provost.

Preferred Qualifications

• Bachelor’s Degree or Equivalent

Physical Demands

• Typically sitting at a desk/table

Location

University City, Philadelphia, PA

Additional Information

This position is classified as exempt with a salary grade of J. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review Drexel New Hire Benefit Guide for some information on our benefits offerings.

Special Instructions to the Applicant

Please make sure you upload your resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Jul 5 2023 Eastern Daylight Time
Applications close:Aug 4 2023 Eastern Daylight Time