Executive Assistant to the Dean of the College of Arts and Humanities

Position Description

Reporting to the Dean of CAH, the Executive Assistant aids in the overall operation of the Dean of the College, ensuring that the image of the office is positive and that all callers and visitors, particularly students and faculty, receive accurate, helpful information; provides general administrative support; plans, schedules and/or attends selected meetings; and maintains the overall efficiency of the office. The Executive Assistant coordinates a variety of services related to the office, including but not limited to records management, student employment, human resource administration, and any special projects undertaken by the office. The Executive Assistant serves as the immediate point of contact for the CAH with the University community and external constituents.

Position Responsibilities

1. Coordinates the daily operation of the Dean's office, its systems, procedures, schedules, and workflow.
2. Assists the Dean in monitoring and supporting faculty handbook policies for the promotion, tenure, and faith and learning papers process.
3. Coordinates and arranges meetings, prepares the agendas, reserves facilities, and records and circulates minutes of meetings when requested. Attends CAH and EU meetings and events as required.
4. Coordinates CAH events and programs for which the Dean has responsibility. Supports the Dean with institutional responsibilities that are external to CAH and the University.
5. Supervises and maintains faculty files and faculty information for the Dean.
6. Demonstrates sound fiscal management and empirically-based decision making in all activities, including but not limited to program development, human resources, budget allocations, and facilities planning.
7. Maintains the supervisor's calendar, schedules appointments (including arrangements for meeting space, etc), and all regular meetings with direct reports and teams in the designated areas. Attends meetings with supervisor when requested.
8. Manages invoices, credit card reconciliations, and all financial and administrative documentation as needed by supervisor.
9. Prepares correspondence, reports, and documents as authorized by supervisor.
10. Receives and archives faculty reports as per the faculty handbook, such as Professional Activity Reports and Development Plans.
11. Receives and screens incoming telephone calls in a professional manner, problem solving as needed.
12. Handles all correspondence to and from the Dean. Sorts and reads incoming correspondence and determines disposition. Attaches internal information necessary for developing a response. Composes and distributes outgoing communications.
13. Organizes and maintains general and confidential files, including correspondence, official documents, and financial reports. Tracks college spending by department and cost center.
14. Prepares administrative reports as necessary. Assembles and distributes appropriate reports, analyses, and forms as necessary. Provides information necessary for decision-making and problem-solving.
15. Receives and prepares documents for the Dean's signature, including Adjunct Hiring forms, Employee Reimbursements, and Supplemental Employee Compensation forms.
16. Processes and tracks Faculty Development Grant applications.
17. Perform other duties as assigned.

Qualifications

Employee Qualities

1. Ability to respond to potential conflict positively resulting in a win-win scenario.
2. Ability to work in a fast-paced environment and perform as a team player with a strong customer service orientation.
3. Affirms and lives out Eastern's mission of faith, reason, and justice.
4. Analytical capacity to generate and use data to inform strategies and tactics.
5. Exercises sound and timely judgment.
6. Is a team player with a collaborative ethos and style.
7. Is spiritually mature and emotionally intelligent.
8. Treats each member of the campus community with fairness, dignity and respect.

Employee Qualifications

1. Bachelor's degree is preferred.
2. Enthusiastically supports the mission and values of Eastern University.
3. Demonstrated capacity for integrity, honesty, and principled behavior.
4. Current valid driver's license or adequate means of transportation.

Other Qualifications and Skills

1. Computer literacy (Google Docs, Forms, Sheets).
2. Keen attention to detail.
3. Adequate listening, verbal, and written communication skills.
4. Adequate typing skills (minimum 50 words per minute).
5. Competence in Desktop Software (MS Word, Excel, Powerpoint, Email, etc.).
6. Excellent listening, verbal, and written communication skills.
7. Proven ability to coordinate multiple tasks and independently establish priorities to attain goals.
8. Comfortable with using and managing electronic mail.
9. Excellent written and verbal communication skills.