What are the responsibilities and job description for the Executive Assistant to the Dean position at Tuskegee University?
Position Information
Position Title
Executive Assistant to the Dean
Status
Full Time
Job Summary
The Executive Assistant to the Dean in the College of Veterinary Medicine provides leadership in directing the daily administrative operations of the Dean’s office and provides advanced level support to the Dean. The Executive Assistant also provides a positive collaborative presence internal and external to the Office of the Dean; and functions as a gatekeeper to assure prioritization of the Dean’s time and effectively responds to wide variety of inquiries from faculty, staff, students, alumni, and other stakeholders.
Essential Job Duties
- Provide leadership and work with other staffing organizing, implementing, and maintaining comprehensive operational policies and procedures in the Office of the Dean.
- Serve as liaison on behalf of the Office of the Dean with other CVM offices, University offices, and outside agencies for the professional flow and dissemination of information.
- Handle all matters related to the dean and the Office of the Dean with confidentiality and sensitivity of internal and external communications and operations.
- Work with the Office Manager to coordinate and maintain effective office procedures and efficient workflow; and assist in the organization and implementation of a variety of professional and administrative activities related to the efficient operation of the Office of the Dean.
- Coordinate and manage all administrative activities and technical assistance related to the dean including preparation of written communication and verbal communications.
- Organize and coordinate conferences and meetings on behalf of the dean.
- Develop business itineraries and coordinate travel requirements for the dean.
- Coordinate operations/activities involving human resources, academic and staff personnel.
- Conduct research and prepare briefing materials in preparation for meetings, work projects, reports, and completion of a variety of forms.
- Maintain and record minutes or notes of all meetings with the dean or representative of the dean relative to the Office of the Dean.
- Compose and edit correspondence and reports, using good judgment and originality as appropriate.
- Responsible for assisting the dean with setting priorities and manage the dean’s schedule to keep on task with assignments, appointments, and meetings (internal and external).
- Manage the dean’s daily calendar, and schedule appointments for efficiency and operational effectiveness.
- Receive and assist visitors and refer to appropriate persons as appropriate (customer service).
- Assist the dean with special projects as needed.
- Take administrative action authorized during the Dean’s absence and use initiative and good judgment to see that matters requiring higher-level attention are referred to faculty, staff, students and external stakeholders with delegated authority; and keep the dean informed of all actions and recommendations on behalf of the dean.
- Perform other duties as assigned
Qualifications (Education, Experience and Specialized Training)
- Bachelor’s degree from an accredited four-year college or university in an education-related discipline is preferred or an Associate degree with Administrative professional certification or license such as: Administrative Professional (CAP), Licensed Legal Secretary (LLS), and Certified Professional Secretary (CPS).
- Five (5) years of experience as an administrative support professional, including performance of supervisory and administrative duties and administrative experience in an institution of higher learning, to include working knowledge of university policies and procedures.
- Member of an administrative professional organization is desirable
Physical Demands
- Ability to operate standard office equipment
- Ability to walk short distances
- Ability to lift and carry parcels, packages and other items
- Ability to view a computer terminal
Skills and Attributes
Knowledge:
- Knowledge of the use of one or more computer software programs such as Microsoft Word, and other computer databases
- Understands program goals and ability to prioritize according to urgency
Skills:
- Demonstrated excellent organizational skills
- Demonstrated effective management skills —leadership, planning, organization, evaluation and effective communication
- Demonstrated proficiency in written and verbal communication skills including the ability to compose and edit letters and reports
- Excellent interpersonal communication skills as related to interaction with customers in person, by telephone, and electronically
- Demonstrated skills in the operation of standard office machines including desktop computers, typewriters, copiers, fax machines, and other office machinery
Ability:
- Ability to manage multiple tasks with complete deadlines
- Demonstrated ability to communicate with and work well with all levels within an organization
- Ability to work effectively with persons from diverse ethnic, racial and socio-economic backgrounds
Posting Detail Information
Posting Number
S785
Will this position required travel?
No
Will this position required night, weekend, and after hour work?
No
Will this positon be supported using grants or contract funding?
No
Number of Vacancies
1
Desired Start Date
Position End Date (if temporary)
Open Date
01/15/2025
Close Date
04/15/2025
Open Until Filled
No
Special Instructions Summary
Each applicant, including all current employees, must complete and submit the following documents:
- Tuskegee University employment application
- Cover Letter
- Resume/CV
- Recommendation letters
- Copies of unofficial transcripts.
- Please note that official transcripts(s) will be required upon hire
Quick Link for Internal Postings
https://tuskegee.peopleadmin.com/postings/2652
