Executive Assistant to Dean

Department: Medill
- Administration Salary/Grade: NEX/14 Target hiring range for this position will be between $23.00
- $33.20 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data Job Summary Acts as administrative support lead for Dean of the Medill School. In conjunction with supervisor, develops objectives & then independently creates timeline & general tasks associated with applicable functions which may include marketing, promotion, communication, finance, HR, reporting, record control, compliance, etc. Reviews methods to improve workflow, simplify reporting procedures, & or implement cost reductions. Analyzes administrative operating practices, such as recordkeeping systems, forms control, office layout, budgetary requirements, etc. to create new systems & or revise established procedures to better meet goals & objectives. Please note: This hybrid role is based in Evanston and requires an on-site presence four days per week to provide responsive, high-level support to the Dean and the Dean’s Office. The position is located adjacent to the Dean’s office and may periodically provide front-desk coverage for the Dean’s suite. The role may also require limited travel to Chicago or Washington, D.
C., in support of the Dean, though travel is expected to be highly infrequent. Specific

Responsibilities:
Documents & Databases Based on analysis, research, & or knowledge of subject matter, professional field & or topic, ensures creation of all necessary documents which may include drafting proposals, presentations, etc. Develops & or maintains multiple spreadsheets & or databases & or reports, queries, charts, analysis, etc. Website Oversees the development, implementation, & maintenance of print & on-line publications that meet the needs of the targeted community be it scientific, clinical, general public, etc. Coordinates web site construction, organization & content. Creates photo galleries. Promotes electronic communication between NU, organizations, agencies, etc. Accounting Administers budget & expenditures for entire dept, program & or project. Coordinates budget submission. Monitors approved budget; ensures adherence. Processes transactions. Resolves discrepancies. Reconciles accounts. Creates reports. Determines needs for supplies & specialized equipment. Human Resources Coordinates administration of all HR actions from hiring to termination ensuring effective & efficient sourcing & on-boarding of dept staff & faculty. Reviews administration of HR policy & procedures for unit/dept & implements changes to increase effectiveness. Coordination Manages supervisor's & dept complex calendar deciding on appointments to balance conflicting priorities. Conceptualizes & organizes events which require a knowledge & sensitivity to issues, cultures, protocol, etc. & may be comprised of a series of days & or venues & may require researching potential program areas. Develops marketing pieces. Coordinates travel details & or presenters. Distributes agendas, biographical information, publications, itineraries & or meeting schedules. Organizes details on-site. Contacts Responds to unanticipated & complex issues. Supervision Supervises receptionists, program assts, temporary/work-study students, secretaries, clerical/financial assts, interns, etc. Miscellaneous Performs other duties as assigned. Minimum

Qualifications:
High School diploma or equivalent required. 6 years of administrative support or other relevant experience required. Preferred

Qualifications:
Several years of progressively responsible administrative experience, preferably supporting a dean, senior executive, or other organizational leader. Experience providing executive-level support to a dean, senior academic leader, executive, or other high-level administrator, preferably within higher education. Experience working in a university, journalism, media, communications, or similarly complex professional environment. Demonstrated ability to anticipate executive needs, exercise sound judgment, and independently resolve administrative and operational matters. Experience coordinating complex executive calendars, high-level meetings, events, travel, and special projects involving multiple internal and external stakeholders. Exceptional written communication and editing skills, including experience preparing correspondence, meeting materials, presentations, reports, and other executive communications. Strong interpersonal and relationship-management skills, with demonstrated ability to work effectively and diplomatically with faculty, staff, students, alumni, donors, university leadership, and external partners. Experience handling confidential and sensitive matters with a high level of discretion, professionalism, and sound judgment. Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams, and