Special Assistant to the Dean

Special Assistant to the Dean

About the Opportunity

Position Summary:

The Special Assistant to the Dean functions as an essential member of the Miami campus leadership team, ensuring the efficiency and effectiveness of the Dean's Office by providing administrative support to the Regional Dean/CEO and their direct reports as needed as well as executing special projects at the Dean's request. The Special Assistant to the Dean will execute a variety of time-sensitive and complex responsibilities including routine interface with University and community leaders on administrative, substantive, and confidential matters. Administrative responsibilities include the preparation of draft communications, daily correspondence, special messaging on behalf of the campus leadership, strategically scheduling meetings, proofreading documents, and conducting research for important internal projects. The Special Assistant to the Dean is responsible for developing effective systems to manage the administrative and operational needs of the Dean's Office including issue, task, and action tracking, following up with key individuals, and regular status reporting. The selected individual must be able to communicate professionally and effectively on behalf of the Dean and will manage relations with key constituents, frequently communicating with internal and external stakeholders. The position may require evening or weekend hours on occasion. In this fast-paced office, the successful candidate will be adept at planning and prioritization, tactful communication, and will possess a strong organizational background along with the ability to be flexible, professional, and creative in responding to rapid requests with very short turnaround.

Key Responsibilities and Accountabilities:

Project Management

Manage special projects, as assigned by the Dean, in support of the campus plan or other strategic initiatives. This includes scheduling, attending and/or leading related meetings, executing project work, acting as the Dean's delegate in project management processes, and maintaining and reporting status information for all active projects. - Collaborate with the Dean and their direct reports to define, document, and update campus goals and strategy in response to university-wide frameworks. - Provide support for campus events. - Manage student employees to maintain a variety of Office of the Dean workflows and complete tasks as assigned in support of campus initiatives.

General Support to Campus Operations

Provide general administrative support to the Dean and their direct reports to include calendar maintenance, meeting scheduling, agenda preparation, and note-taking. - Serve as a primary point of contact, internally and externally, for all activities related to the Dean's Office, triaging and redirecting inquiries as appropriate to the campus leadership team - and seeing to their successful conclusion. - Provide recruiting support to Dean's Office, coordinating resume reviews, scheduling interviews, organizing feedback, interfacing with HR, creating complex onboarding itineraries for new staff in concert with hiring manager, and mentoring new hires into the organization. - Serve as a collaborative partner to other campus functions (e.g., Facilities & Operations, Academic & Student Affairs, Marketing & Recruiting), coordinating communications among separate campus functions as needed to ensure smooth and efficient operations and elevating pertinent information to campus leadership as required. - Develop agendas for leadership team meetings, take meeting minutes for team meetings and senior leadership meetings, maintain archive of meeting minutes and agendas on shared drives. - Develop and maintain cloud-based record-keeping system for the Dean's Office to include strategic plans, meeting agendas and notes, organizational charts, and other useful information.

Communications Support

Coordinate with campus staff and University communications professionals to develop and distribute communications to faculty, staff, and students as needed in response to internal or external events. - Partner with campus marketing staff to ensure campus activities are appropriately presented on social media streams.

Manage Network Relationships and Campus Visitors

Identify and proactively track planned visits to the Arlington Campus by visitors from other NU campuses as well as external visitors. - Gain a clear understanding of purpose of the visit and articulate this vision clearly to the senior team and other relevant staff members to identify and develop the appropriate meetings and events to support the visit successfully. - Serve as the point person for campus, working closely with key staff across the university, in developing an effective meeting schedule for visitors. Ensure all updates are tracked and communicated to all parties involved. - Maintain effective liaison and good rapport with the University community at all levels. - Collaborate with counterparts across the Network to identify and execute shared projects, such as the Campus Hub SharePoint. Share templates and best practices to support colleagues.

Qualifications:

Bachelor's degree required with a minimum of five years of administrative support to upper management, preferably in higher education or executive setting, with demonstrated proficiency in project management principles. The selected individual will have strong organizational and communication skills, including excellent writing skills. Must be able to coordinate teams across campus and the university to accomplish critical activities in support of the campus strategic plan. Critical thinking skills, project management ability, and attention to detail are required. Must have excellent computer skills including proficiency in MS Office Suite and Internet-based collaboration tools. Must be detail-oriented, demonstrate a thorough knowledge of professional office procedures, exercise good judgment and problem-solving skills, and possess meticulous proof-reading skills. Must have strong time management skills and be comfortable to work in a fast-paced, start-up environment. Must have exceptional discretion and experience handling confidential information coupled with the ability to work effectively and efficiently under pressure while maintaining a high level of professionalism.

Position Type

General Administration

Additional Information

Northeastern University considers factors such as candidate work experience, education and skills when extending an offer.

Northeastern has a comprehensive benefits package for benefit eligible employees. This includes medical, vision, dental, paid time off, tuition assistance, wellness & life, retirement- as well as commuting & transportation. Visit https://hr.northeastern.edu/benefits/ for more information.

Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff. Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law.

To learn more about Northeastern University's commitment and support of diversity and inclusion, please see www.northeastern.edu/diversity.


To apply, visit https://northeastern.wd1.myworkdayjobs.com/en-US/careers/job/Miami-FL/Special-Assistant-to-the-Dean_R118372



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