Working under the direction of the Senior Associate Dean Finance, Administration, and Business Planning, the assistant will be responsible for providing comprehensive administrative and project support to ensure smooth functioning of the office, and contribute to overall efficiency. This position requires leadership, problem-solving skills and the ability to make independent judgments, particularly during times when the Senior Associate Dean and other administrators are not available.
This position interacts with other senior level offices at the University. Accordingly, the candidate must be able to communicate professionally and effectively on behalf of the Senior Associate Dean. Essential functions include but are not limited to:
Calendar management. Coordinate and maintain highly complex, dynamic calendar to ensure that the schedule flows smoothly.
Use judgment and diplomacy to prioritize and schedule meetings with senior staff, other Deans, faculty, and students. Identify and resolve conflicts before they surface. Use tact and discretion to juggle calendar and shift around appointments as necessary. Anticipate needs by independently soliciting and providing necessary background and research materials in a timely way to ensure that the Senior Associate Dean is well-prepared for all meetings and events.
Conduct necessary research for events or meetings. Maintain files; screen calls; schedule and arrange meetings and events; coordinate mailings. Write correspondence and create accurate and attractive PowerPoint presentations
Task Tracking and Reporting: Attend assigned team meetings and document the following: meeting notes, attendance list, and work project assignments.
Coordinate and monitor a tracking system of project deliverables as they relate to particular Unit projects. Provide reports regarding meeting deliverables and task assignments.
Create a tickler system to be implemented for project updates and deliverables required of individuals or team.
Take on special projects that support the staff. Maintain all appropriate records. CPS-Administration and Operations