Job Description
Purpose of Position:
The Assistant to the Dean of Steely Library is responsible under the general supervision of the Dean, for a variety of professional functions in the management and operation of the Dean’s Office. In addition to providing primary executive assistance to Dean in the daily execution of their responsibilities, this position has primary responsibility for administrative support and general office management of the Dean’s office.
This position must exhibit a high level of customer relations, communications, writing and organizational skills for dealing effectively with administrators, faculty, staff, students, and the public. High level professionalism and discretion is required, as is the ability to maintain confidentiality. This position will collaborate closely with other Dean’s Office personnel.
Salary: minimum $37,128
Primary Responsibilities:
Calendar, Travel, and Meeting Management:
- Manages all aspects of the Dean’s daily and long-range calendar, exercising a high level of professional judgment in balancing conflicting events and issues; keeps Dean informed of daily schedule; obtains and provides necessary event and meeting materials. Provides scheduling assistance for the Dean and professional staff in Dean’s units, as needed.
- Obtains appropriate meeting space and technology requirements, including coordination of technical set up for PowerPoint presentations, conference calls, webinars, and other meeting requirements.
- Provides leadership in establishing and coordinating committee meetings involving the Dean and/or professional staff with other individuals both internal and external to the institution.
- Provides support in planning, preparing, and disseminating materials or presentations for meetings with executive staff, state constituencies, donors, University-community, and others.
- Responsible for travel arrangements, obtaining travel approvals, tracking travel expenses, and preparing reimbursement requests for the Dean.
Office Management/Administrative & Donor Relations Support:
- Serves as liaison and primary communication link for the Dean with executive offices, the Friends of Steely Library and other donors, University community, other state libraries/consortia, and other external contacts.
- Screens, logs, and appropriately routes incoming mail, documents, and phone calls.
- Creates internal and external communications in the form of letters, email, announcements, newsletters, Excel spreadsheets and charts, PowerPoint presentations, etc.
- Manages the Friends of Steely Library Board meeting schedule, documentation, listserv, and serves in a secretarial capacity on the Friends of Steely Library Board.
- Plans and executes donor-focused events in collaboration with the Foundation, including mailings, email communications, catering, space management, program development, etc.
- Tracks absence requests and records for Dean’s direct reports; obtains appropriate approvals. Acts as Time Administrator for Dean as well.
Strategic Projects:
- Assists as necessary in strategic projects conducted within the college and division.
Qualifications:
- Bachelor’s degree and 2 years of related experience required.
- Fast paced administrative office experience required.
- Collegiate experience preferred
- Proficient in Microsoft Office software. Familiarity with SAP preferred.