Executive Assistant to the Dean

Location
Connecticut, United States
Posted
07 May 2020
End of advertisement period
07 Jul 2020
Ref
61277BR
Contract Type
Permanent
Hours
Full Time

Position Focus:

  • Reporting to the Deputy Dean, support the Dean of the School of Engineering and Applied Science (SEAS), and with broad latitude for discretion and independent judgment, plan, direct and manage the Dean’s administrative affairs.
  • Address all queries directed to the Dean’s office in a timely manner. Monitor subsequent referrals to ensure that timely and appropriate responses are issued.
  • Manage the Dean’s and School events calendars. Develop and implement systems to maintain the integrity and accuracy of each. Ensure appropriate personnel and resources are included at meetings and that all required materials are compiled, and distributed to the Dean and appropriate parties in a timely manner.
  • Plan and coordinate a variety of activities in support of high profile functions, development activities and school level faculty searches and recruiting efforts, including, production of printing and mailing of invitations and similar, catering, arrange travel for the Dean and the Dean’s guests, itinerary and on-site schedules management.
  • Create and maintain effective system to manage several mailing and distribution lists essential to SEAS.
  • Serve as the liaison between SEAS departments and the Divisional Committee for Tenure Appointments and Promotions. Ensure department submissions meet quality standards and completeness prior to submission to the committee. Train / educate department administrative leads on SEAS standards for submission. Create and maintain up-to-date faculty panoramas.
  • Draft / edit communications issued under the Dean's signature. Record and post notes from meetings and distribute in a timely manner.
  • Gather, analyze, and present data for studies as requested by the Dean.
  • Develop and maintain file systems to ensure the appropriate handling, storage and access of information for the Dean's Office. Establish and maintain procedures to ensure the proper identification and handling of sensitive and confidential information.
  • Perform other related duties in support of the Dean and the School.

Essential Duties

  1. Prepares and manages a high volume of correspondence, reports and documents. 
  2. Manages and assigns work on behalf of University Officer or other such leader, such a Dean and other professional staff in the Officer’s office. Serves as office manager, oversees and coordinates all clerical and facilities needs.
  3. Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information. 
  4. Provides appropriate information when necessary during periods of Officer or Senior Leader unavailability. 
  5. Oversees the organization and coordination of meetings, conferences, events, travel, etc. 
  6. Manages and monitors technology needs, conducts inventory and assesses system requirements. 
  7. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions. 
  8. Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty. 
  9. Implements and maintains complex office systems. 
  10. Manages complex schedule and calendar for Officer or Senior Leader and the office. 
  11. Arranges and prepares agenda / materials for meetings, conferences, events, etc. 
  12. Prepares and collects documents and materials for meetings. 
  13. Interacts with staff at all organizational levels to gather information and/or provide requested information. 
  14. Oversees on boarding activities for new staff members. Supports recruiting and other related efforts. 
  15. May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree in business administration or a related field and a minimum of five years of related experience including two years of demonstrated leadership, project or process management and/or supervisory experience; or an equivalent combination of education and experience.

Required Skill/Ability 1:

Well-developed communication and interpersonal skills.

Required Skill/Ability 2:

Demonstrated commitment to providing the highest level of customer service in a demanding environment, dispatching all matters, sensitive and routine, accurately and efficiently.

Required Skill/Ability 3:

Demonstrated ability to work effectively with a diverse client base, projecting a professional confidence, representing the Office of the Dean.

Required Skill/Ability 4:

Ability to work with confidential materials, maintaining the highest level of discretion.

Required Skill/Ability 5:

Demonstrated problem-solving skills and well-developed computer skills, including Word, Excel, PowerPoint, email and calendaring. Exceptional organizational skills. Ability to manage and effectively discharge multiple tasks, often with competing deadlines.

Preferred Education, Experience and Skills:

Previous experience working in an academic environment.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus

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