Administrative Assistant
5 days ago
Administrative Assistant, Faculty and Academics
Reports to:
Dean of Faculty and Assistant Head of School for Faculty and Academics
Position Summary:
The Administrative Assistant provides high-level administrative and organizational support to the Dean of Faculty and the Assistant Head of School for Faculty and Academics. This key role involves managing faculty affairs, coordinating academic programs and professional development and overseeing operational processes, including grants, reimbursements, and travel. The ideal candidate is highly organized, proactive, and capable of managing multiple priorities with discretion.
Key Responsibilities:
Administrative Support
- Manage calendars, schedule meetings, and coordinate logistics.
- Handle sensitive and confidential information with discretion.
- Serve as the first point of contact for faculty-related inquiries, providing timely and professional support.
- Support faculty onboarding, performance evaluations, and confidential record maintenance.
- Compose and distribute official communications for faculty meetings, deadlines, and academic and professional development initiatives.
- Manage and update faculty information and data, such as faculty lists, housing information, and lists of departing faculty.
- Support the implementation of academic programs and initiatives led by the Assistant Head of School.
- Coordinate faculty professional development workshops, conferences, and training sessions.
- Assist with data collection and reporting for faculty evaluations and academic performance metrics.
- Administer faculty grants, including tracking applications, approvals, and reporting requirements.
- Process faculty reimbursements and ensure compliance with school policies in collaboration with the dean of faculty.
- Coordinate faculty travel arrangements for conferences, professional development, and academic programs.
- Monitor related budgets and maintain accurate financial records, including processing credit cards.
- Maintain and update faculty handbooks, policy documents, and academic calendars.
- Collaborate with other administrative offices to ensure alignment on school-wide initiatives, such as commencement.
- Manage and execute logistical support for all-employee events coordinated from the DOF office
- Coordinate faculty candidate visit schedule, travel arrangements, and candidate evaluations.
- Discretion and Integrity: Ability to handle sensitive information with the highest level of confidentiality.
- Adaptability: Comfortable managing shifting priorities and supporting multiple leaders in a dynamic environment.
- Collaboration: Strong interpersonal skills to work effectively with faculty, staff, and administrators.
- Attention to Detail: Accuracy in managing records, budgets, and communications.
- Proactive Problem-Solving: Anticipates needs and identifies solutions before issues arise.
- Professional Communication: Clear, respectful, and timely communication in all interactions.
- Bachelor's degree required; experience in education or academic administration preferred.
- Notary Public License required
- Strong organizational and project management skills.
- Excellent written and verbal communication abilities.
- Proficiency in Google Suite and familiarity with academic management systems.
- Ability to work independently and collaboratively in a dynamic environment.
- Experience with budget tracking and financial processes is a plus.
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