What are the responsibilities and job description for the Senior Administrative Associate position at Suffolk University?
The Senior Administrative Associate supports the scheduling, planning, and correspondence needs of the Dean to facilitate efficient, effective and timely management of the Dean’s responsibilities.
Primary Responsibilities:
Calendar and Correspondence: Proactively manage busy and complicated calendar of appointments and meetings with exceptional follow-through and discretion; manage dean’s time to facilitate completion of critical tasks & priorities; plan travel for dean to alumni and advancement events as well as for professional development. Handle sensitive personnel and student issues with discretion and excellent judgement; facilitate timely response to student, faculty and staff inquiries, requests for the dean; use professional, empathetic, and strategic communication skills to represent the dean to internal and external stakeholders through in-person, phone, email and written communication; manage confidential information with extreme discretion and care.
Chairs Events/Meetings: Plan, organize and support events and meetings especially those involving Department Chairs; prepare agendas, minutes and supporting documents for Department Chair meetings and retreats two times per year as well as CAS Dean Team meetings and other meetings as needed; prepare materials including presentations utilizing appropriate presentation software; contribute to college-wide events and meetings on an as-needed basis working collaboratively with the operations and engagement team staff in the CAS dean’s office.
Advancement Meetings, Communication: Serve as point person facilitating the dean’s work with the university advancement team; meet with Associate Director, Alumni Relations to facilitate communication, scheduling and identification of agenda items for dean’s work with advancement team; facilitate communication with donors and alumni; facilitate dean’s participation in advancement events; work with collaborators in marketing and communication and dean’s office to facilitate story telling about alumni and communication for alumni audiences; prepare reports and presentations for the dean upon request, utilizing effective desktop publishing and presentation programs.
Facilitate Hiring/Reviews: Support hiring process for faculty, staff as needed including facilitating dean’s approval, interviews and etc.; facilitate dean’s performance review process for dean’s office personnel and chairs; facilitate dean’s review of faculty annual reviews and follow up as needed; support goal setting, review, recognition, professional development and support by dean for Department Chairs and Associate & Assistant Deans and CAS Dean’s Office staff overall; collaboratively with Assistant Dean of Administration, support smooth implementation of Annual Reviews and the Promotion, Tenure & Review process and Dean’s review of faculty candidates.
Digital Records/Pages Maintenance: Support management of dean’s documents, records, minutes, correspondence in digital archive; manage multiple Microsoft Teams sites or other repositories of information and documents relevant to responsibilities and dean’s work. Other duties as assigned
Qualifications/Skills needed:
- College degree or equivalent administrative support experience;
- Outstanding attention to detail, discretion, initiative and follow through;
- Excellent organization and planning skills;
- Excellent verbal and written communication skills;
- Presentation and report creation skills;
- Excellent collaboration and relationship-building skills;
- Passion for working as part of a team to advance the mission and priorities of CAS;
- Experience working with students and faculty or in a higher education environment preferred;
- Experience supporting executive leaders preferred.
