Executive Assistant to the Dean of Faculty

2 weeks ago

Poughkeepsie, United States Vassar College Full time
About Vassar College Located in the scenic Mid-Hudson Valley, Vassar College is a highly selective, residential, coeducational liberal arts college. Vassar stands upon the homelands of the Munsee Lenape .

Vassar College is deeply committed to increasing the diversity of the campus community and to promoting an environment of equality, inclusion, and respect for difference. The College is an Equal Opportunity and Affirmative Action employer, and especially welcomes applications from veterans, women, individuals with disabilities, and members of racial, ethnic, and other historically underrepresented groups.

Vassar College is a smoke-free, tobacco-free campus. Position Summary and Responsibilities The Executive Assistant is responsible for providing high level administrative support to the Dean of the Faculty. A summary of responsibilities include: coordinating the Dean’s calendar, managing correspondence, records, and travel arrangements and leading/coordinating with appropriate departments on special events, committee meetings and special projects.

The Executive Assistant serves as the initial point of contact for faculty, administrator, and student communication and appointments with the Dean. The successful candidate will exercise initiative and independent judgment in managing the Dean’s schedule and the office’s daily activities as well as ensuring timely and accurate record-keeping of expenses and other office operations.

Responsibilities: Promote a positive image of the office and the college by greeting and receiving visitors to the Dean’s office, responding to inquiries from diverse constituencies, providing reliable information regarding Dean of the Faculty policies or decisions, referring inquiries or problems to the appropriate office or person. The successful candidate should be able to resolve problems as appropriate, and is expected to follow up to determine the inquirer’s needs have been met. Manage the Dean’s calendar and keep the Dean apprised of upcoming travel and deadlines. Coordinate and schedule meetings, workshops, events, and committees under the auspices of the Dean, including regular meetings with the Dean’s direct reports, monthly meetings of department chairs and program directors, and annual meetings with the President and each department chair or program director. Develop agendas, coordinate schedules of other internal and external participants, arrange for meals or refreshments, order media and telecom, and/or take minutes as requested. Coordinate phone calls and email communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office for outgoing communications. Send out campus-wide emails on behalf of the Dean ensuring accuracy and attention to detail. Maintain the Vassar Faculty Handbook and Governance, in coordination with the Dean and the Chair of FPCC. Prepare general correspondence, emails, and reports as needed. Maintain the Dean of the Faculty and Faculty Committees websites. Initiate supplier invoice payment requests as needed. Collaborate with department and program AAs on logistics for new hire searches, including scheduling interviews for the candidates with the Dean, recruiting and scheduling participants for FASC interviews, and assisting with other arrangements. Coordinate logistics for academic department and program self-studies and external reviews, including handling communication with review committee members in advance of their visits, assisting review committee members with travel arrangements and expenses, and working with the department or program AA to set up the meetings taking place during the review visits. Schedule and collaborate with the President’s Office on logistics for dinners honoring individuals retiring from active service on the faculty. Order and maintain office supplies. Hire and supervise student interns assigned to the office. Qualifications Required  Bachelor’s degree, or equivalent experience. Five or more years of related experience.  Proficiency with all Microsoft Office applications. Ability to effectively use Google Apps is necessary, especially Google Drive, Docs, Sheets, Mail, and managing multiple schedules in Calendar. Ability to learn additional business and academic applications such as Moodle, website management software, and scheduling software. Proficiency with Workday and/or similar systems is highly desired. Excellent communication skills, including the abilities to draft and edit complex documents and emails. Demonstrated ability to effectively delegate, monitor, and follow up on the progress of multiple assignments. Evidence of strong time management and organizational skills, attention to detail, and the ability to apply independent judgment with limited supervision and instruction. Strong interpersonal skills, a high level of diplomacy, and the ability to interact with all members of the College community. Demonstrated abilities to handle confidential information in a discreet manner, to be proactive, to manage multiple priorities, and to maintain a professional demeanor under pressure.
Preferred Three years in which directly supporting a senior executive or serving in an executive office. Higher education experience. Compensation

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