Executive Assistant

2 months ago

Detroit, Michigan, United States Wayne State University Full time

Executive Assistant -School of Social Work

Wayne State University is searching for an experiencedExecutive Assistant -School of Social Workat its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Reporting to the Dean for the School of Social Work, the Executive Assistant manages projects on behalf of the Dean, provides executive support and facilitates a professional and efficient experience with the College for internal and external stakeholders. Oversees and participates in assigned programs and projects designed to achieve college goals and objectives. Interfaces with internal and external constituencies, Board of Visitors, donors, and senior leadership of the University. Functions as the confidential assistant to the Dean.

Serves as the Dean's point-of-contact as required, prioritizing and responding to oral, phone and written communications, including those of a sensitive and/or confidential nature. Manages and maintain Dean's calendar and coordinates schedules and logistics for meetings and travel. Assist with AAUP hiring, renewals, selective salary and promotion & tenure.

Represents the office of the Dean in external and internal meetings, autonomously replying to questions and requests on behalf of the Dean. Facilitates meetings when necessary. Prepares and distributes necessary meeting materials to ensure effective meetings (agendas, reports, presentations, and minutes).

Collaborates with the Dean in the development, implementation, management and evaluation of short and long-term projects, strategies, and tactics to advance the mission and strategic plan of the School and the Office of the Dean. Develops action plans, establishes timelines and metrics, creates reports, evaluates outcomes, benchmarks against peers and implements changes. Responsible to the dean for implementation and evaluation of the School Strategic Plan.

Assists in marketing and promoting the School of Social Work through outreach strategies and planned approaches. Creates, develops, plans, and organizes special events sponsored by the School of Social Work. Coordinates use of facilities. Develops and obtains approval of the budget for each event, monitors expenditures, develops and submits final financial report.

Supervises assigned administrative staff. Assigns tasks and communicates time lines for completion, provides training and oversight as needed.

Serves as recording secretary for faculty, leadership council, and executive team meetings. Maintains confidential minutes and prepares and executes action plans.

Assists in special projects and other duties as assigned.

*Position is expected to begin early October.

Qualifications:

Education: Bachelor's degree

Bachelor's degree in business or related field; a combination of related education and experience may be considered.

Experience: Specialist (minimum 5 years of job-related experience)

Minimum five years in progressively responsible administrative or office management positions in support of organizational executives; in higher education preferred.

Event planning experience preferred. Experience leading projects preferred.

KNOWLEDGE, SKILLS AND ABILITIES

COMMUNICATION SKILLS: Effective interpersonal skills with the ability to communicate clearly, concisely, and professionally both orally and in writing. Ability to persuade and influence others and present narrative description of numerical data effectively.

PROBLEM SOLVING SKILLS & ANALYTICAL SKILLS: Works well in group problem solving situations and develops alternative approaches and ideas. Able to prioritize requests from multiple constituencies and to work in complex situations with minimal guidance. Detailed oriented, with strong organizational skills. Ability to compile and analyze accounting, financial, statistical and other quantitative data. Strong editing and proofreading skills.

FINANCIAL SKILLS: Ability to forecast and audit budgets and financial data.

BUSINESS ACUMEN: Understands objectives and mission of various projects, looks for creative ways to improve process and quality and can work within deadlines. Manages time effectively to maximize productivity and holds direct reports accountable for performance.

INTERPERSONAL SKILLS: Able to deal with frequent change, delays, or unexpected events. Changes approach or method to best fit the situation and reacts well under pressure.

CUSTOMER SERVICE SKILLS: Exhibits a pleasant, forthcoming demeanor to customers and responds professionally, promptly and courteously to customer requests for service and assistance. Practices follow-up to ensure customer needs are met and has ability to manage difficult or emotional customer situations. Sets a professional, competent tone for the operation of the Dean's Suite.

ORGANIZATIONAL LEADERSHIP: Relates work tasks to key organizational objectives/vision, exhibits sound and accurate judgment and provides vision and inspiration to peers and subordinates.

TECHNICAL SKILLS: Highly proficient in Microsoft Office applications with ability to create presentations in PowerPoint and building spreadsheets and graphs in Excel. Must have the ability to learn and adapt to new systems.

School/College/Division:

H13 - School of Social Work

Primary department:

H1301 - Deans Office Social Work

Employment type:

  • Regular Employee
  • Job type: Full Time
  • Job category: Staff/Administrative

Funding/salary information:

  • Compensation type: Annual Salary
  • Salary minimum: TBD
  • Salary hire maximum: TBD

Working conditions:

Evening and weekend hours required based on business needs. Work is performed in an academic office environment. Travel across campus may be required.

Job openings:

  • Number of openings: 1

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

Equal employment opportunity statement:

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.


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