Executive Assistant to the Dean of Faculty & Executive Assistant to the Provost (2 openings)
- Employer
- Berea College
- Location
- Kentucky, United States
- Salary
- Salary Commensurate with experience
- Date posted
- Apr 22, 2022
View more
- Position Type
- Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs
- Employment Level
- Administrative
- Employment Type
- Full Time
Summary:
The Executive assistance is a key full-time position, reporting
directly to the Provost and/or Dean of Faculty. The Executive
assistant provides high level administrative support to Academic
Affairs by performing a wide range of complex and confidential
administrative functions including Office management and Labor
Supervision.
Minimum Qualifications Required:
Education required to ensure success in this
position:
• Bachelors Degree
Experience required to ensure success in this
position:
• Five or more years of related
experience
Special skills, knowledge and abilities:
• Excellent oral/written communication and
superior interpersonal skills with the ability to work collegially
and collaboratively in a team setting and the ability to interact
effectively with visitors.
• Strong organizational skills and capacity to
set priorities
• Attention to detail
• Resolves issues, analyzes information and makes
recommendations
• Ability to work independently on multiple,
complex administrative tasks and priorities
• Extensive technology skills including data
processing, Microsoft Office Programs, Box, Banner, Qualtrics
• Professional manner and discretion handling
confidential information
• Event management
License, certification, or registration
necessary:
• Valid Driver’s License
• Required background checks
Physical requirements:
• Ability to navigate campus/public buildings and
grounds
• Ability to travel independently by car and/or
plane
• Ability to occasionally lift up to 20
lbs.
Environmental conditions:
• Professional office environment with
interruptions and noise due to frequent visitors, students, staff
and faculty
• Occasional travel required for meetings,
conferences, etc.
Ability to operate the following vehicles or
equipment:
• Standard office equipment: computer, fax,
phone, etc.
• Vehicle – college vans/cars
Primary Duties and Responsibilities:
To perform this job successfully, an individual must be able to
perform each essential duty satisfactorily. The requirements listed
below are representative of the knowledge, skill, and/or ability
required. Regular and predictable attendance is essential.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
Dean's Office:
• Answers phones and welcomes all visitors and
guests.
• Coordinates faculty hiring including the
management of applications, interview schedules, travel
arrangements and reimbursements
• Assists in review of documents and messages and
corresponds as needed at the direction of the Dean of Faculty
• Manges and coordinates the AC member’s
schedule, including organizing meetings/conference calls and
requesting necessary information to prepare for meetings, maintains
calendar, prepares daily schedule, assists in scheduling various
events, both on-campus and off-campus, coordinating and preparing
itineraries, and reserving facilitates
• Coordinates and oversees travel for the AC
member and staff including hotel reservations, scheduling flights,
transportation (rental cars, and directions) and all other related
travel arrangements as needed.
• Serves as proxy for p-card as needed
• Manages Dean of Faculty files (electronic and
paper).
• Supports the Faculty (FSC) by generating and
organizing data for reviews, scheduling meetings, manage
correspondence, and any other support as needed
• Provides Support for the Division Council
including scheduling and keeping minutes
• Provide support for the Seabury selection
committee.
• Support faculty events sponsored by the Dean of
Faculty (Faculty Colloquium, Dean Reading Group, Faculty Opening
Convocation)
Provost's Office:
• Answers phones and welcomes all visitors and
guests.
• Assists in review of documents, messages, and
corresponds as needed at the direction of the Provost
• Manges and coordinates the AC member’s
schedule, including organizing meetings/conference calls and
requesting necessary information to prepare for meetings, maintains
calendar, prepares daily schedule, assists in scheduling various
events, both on-campus and off-campus, coordinating and preparing
itineraries, and reserving facilitates
• Coordinates and oversees travel for the AC
member and staff including hotel reservations, scheduling flights,
transportation (rental cars, and directions) and all other related
travel arrangements as needed.
• Serves as proxy for p-card as needed
• Manages Provost files (electronic and
paper).
• Serves as staff support to the Executive
Council, including such tasks as taking minutes; scheduling
meetings; preparing agendas; making arrangements for GFA & FA
Meetings, including calculating quorums; preparing and maintaining
Faculty Meeting agenda materials; updating the Council’s webpage;
maintaining membership lists for Councils and Committees, General
Faculty Assembly, and the College Faculty Assembly; assist with the
Nominating Subcommittee, and overseeing elections for councils and
committees
• Annually maintains the Faculty Manual in
electronic (in Smart Catalog) and print form. Coordinates the Smart
Catalog users to facilitate the production of College-wide
publications.
• Updates annually the following lists in the
Catalog: Faculty, Staff Who Teach, Endowed Chairs, Emeritus
Teaching Faculty, and Academic Vision only under the Administrative
Divisions.
• Assists with the Educational Policies Committee
of the Board, including preparing agenda materials and taking
minutes.
• Assists as needed with SACSCOC accreditation
activities including the Faculty Roster.
Other roles/duties will be assigned as necessary to assist the
College in the attainment of the goals set forth and the
enhancement of a positive, respectful learning environment for all
staff, faculty and students.
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