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Executive Assistant to the Dean of the School
Saint Martin’s University and the Office of Admissions are fully committed to creating a accessible, supportive environment and an experience that recognizes diversity, equity, inclusion, and belonging as integral components of workplace success.
Applicants whose work incorporates a global perspective of diversity, equity, inclusion, belonging and a demonstrated commitment to issues of diversity in higher education are encouraged to apply.
The Executive Assistant will provide Serve as first point of contact and line of communication of the School of Business and the MBA Program and is responsible for the daily administrative operation of the unit. Provide assistance to the Dean, MBA program director, program chairs, and faculty in the administration and coordination of the programs of the School of Business (undergraduate and graduate).
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
- Manages’ the Dean’s calendar to initiate appointments with all constituents.
- Acts in place of the Dean regarding student requests, purchasing, and off campus inquiries in his absence.
- Administratively supports and maintains records for faculty searches; coordinates and schedules meetings, Skype interviews; tracks travel arrangements and arranges shuttle and hotel accommodations (if needed); tracks, communicates and schedules all details for campus visit meetings, lunches and other activities.
- Maintains correspondence files.
- Assists Accreditation Council for Business Schools and Programs (ACBSP) accreditation efforts. Reviews accreditation standards and determines the most effective way to compile and organize the necessary documents.
- Collaborates with the marketing & communications department on School related marketing initiatives, advertising material and School’s website; also may attend information fairs and career fairs where the position represents and markets the School.
- Coordinates event logistics for School meetings and other social and recruitment functions, such as guest lectures, town hall meetings and the School of Business Graduation Picnic.
- Designs and implements social media and networking for the School of Business.
- Prepares requisitions for departmental purchases, records, files, and keeps running total of budget expenses. incurred by School. Monitors and maintains the School’s budget and restricted accounts and provides budget reports to the Dean.
- Collects receipts and allocates expenses charged to university credit cards for self and the Dean; issues reports and maintains records of these expenses
- Tracks and orders office supplies and supplies for School of Business awards and commencement.
- Creates flyers, email blasts and other promotional materials for School of Business lectures and events
- Assists in collecting, proof-reading, organizing, designing and publishing submissions to the School of Business newsletter.
- Manages the relationships and activities for the School of Business Advisory Board such as scheduling meetings, luncheons, preparing agendas, taking minutes, and sharing electronic updates
- Prepares and maintains records of contingent faculty letters of intent.
- Collects hiring paperwork and tracks hiring process for new contingent faculty.
- Coordinates directly with the office of the Vice President for Academic Affairs to assure the issuing of contracts to adjunct faculty and full-time faculty as applicable.
- Works with department chairs, directors, and Registrar’s Office to create course schedule.
- Works with publisher representatives to request courtesy desk copies in a timely manner. Assists bookstore in providing helpful technical information on textbook ordering to new faculty and reminding faculty to place their textbook orders.
- Creates and disperses end of course evaluations; tracks and collects completed course evaluations in person and from Moodle; scans and distributes completed evaluations, enters evaluation data in database for reports to the Dean and Chairs.
- Assists Chairs and Deans in making course and program change submissions to the Education Policies and Curriculum Committee (EPCC) and in reporting these changes to the Registrar for the academic catalog.
- Tracks and collects syllabi from faculty each semester and posts to the School’s archive and the public drive.
- Maintains a record of faculty tenure and promotion dates, event participation, course assignments, contact information and office hours; creates office hour and course schedules for faculty office doors.
- Trains and supervises work-study students. Supervises work study students and independently directs and assigns work.
- Works closely with School of Business Internship Director and maintains copies of internship contracts.
- Serves as a resource for students as they declare a business major or as they transfer into the School of Business. Helps students with paperwork regarding course work, course scheduling, and waivers in conjunction with their faculty advisor.
- Coordinate with the Office of Admissions to make appointments for prospective students with applicable faculty members.
- Supports Delta Mu Delta faculty advisor in gathering and submitting membership and other administrative paperwork for the honor society to the Office of Finance and Delta Mu Delta national headquarters. Collects and deposits new member dues; orders honor society supplies; tallies and submits new member information to the headquarters office; administratively assists with induction ceremonies when they are held.
- Ability to handle confidential materials, and strong interpersonal skills.
- Strong work ethic.
- Communicates orally with customers, clients, or public in a face-face, one-to-one and group settings.
- Communicates orally with customers, clients, or public using a telephone.
- Observes, compares, or monitors data related to programs, program review, and assessment.
- Comprehends and makes inferences from written material.
- Produces written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
- Must be capable of working in a stressful work environment.
- Establish and maintain effective working relationships with others, including those from diverse academic, socio-economic, cultural, and ethnic and disability backgrounds.
- Demonstrate strong multicultural knowledge, awareness, and skills needed to perform the tasks of promoting diversity and social justice.
- Knowledge of best practices related to supporting diverse student population, including students of color, students of diverse socioeconomic backgrounds, first generation students, students with disabilities, and other historically marginalized identities.
- Is supportive of a Catholic, Benedictine philosophy of education and able to articulate and support the University’s mission statement.
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
- Bachelor’s degree.
- Excellent grammar, spelling, composition and proof reading.
- Preference given to candidates who are familiar with the higher education environment.
- Have computer fluency in Microsoft Office suite applications with special emphasis on Microsoft Word, Excel, Front Page, and Outlook.
- Successfully pass a background check.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:
- Moves objects (less than 20 pounds) long distances (more than 20 feet).
- Ability to be mobile campus wide for appropriate business needs.
- Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
- Reading, writing, speaking, hearing, standing, bending, sitting.
- Learning and comprehending.
- Requires visual concentration on detail.
- Manual dexterity and precision required for keyboarding
- Must be able to sit for long periods at a time at a computer
- May occasionally be required to deal with distraught people.
- Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
- Must be able to communicate effectively with people at all levels under stressful conditions.
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