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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
Posted Date
Apr 22, 2022

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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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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