What are the responsibilities and job description for the Business/Administrative Associate II (Executive Assistant to the Dean) - Engineering Administration position at uic?
The Executive Assistant to the Dean of Engineering plays a vital and multifaceted role in supporting the Dean and managing the Office of the Dean in the College of Engineering at the University of Illinois Chicago (UIC). This position is integral to the efficient operation of the office and is responsible for managing the Dean's calendar, drafting and editing correspondence, processing expense reports, and providing comprehensive executive support. The Executive Assistant must be highly organized, proactive, and adept at managing multiple tasks simultaneously in a fast-paced, dynamic academic environment. This role requires exceptional communication skills, sound judgment, and the ability to prioritize and execute assignments independently, while maintaining confidentiality and a high level of performance.
Duties & Responsibilities:Provide executive-level administrative support to the Dean, managing correspondence, drafting communications, and preparing reports and presentations that align with the Dean’s priorities and the university’s standards.
Prepare and edit various documents, including letters of support and research correspondence, ensuring consistency with the Dean’s voice and the institution’s expectations.
Maintain and coordinate the Dean’s complex calendar, scheduling appointments and meetings with internal and external stakeholders, while proactively resolving scheduling conflicts.
Assist with communication tasks such as maintaining distribution lists, drafting and sending email correspondence, preparing presentations, creating meeting agendas, and announcing organizational changes.
Ensure the Dean is thoroughly briefed ahead of meetings with diverse individuals and groups, providing context and materials for informed decision-making.
Organize and manage all aspects of travel arrangements, including itinerary planning, accommodation bookings, and transportation, while ensuring cost-effective and efficient travel plans.
Process and track expense reports and reimbursements, ensuring adherence to university policies and timely submission.
Plan and execute internal and external meetings, including selecting venues, organizing catering, preparing meeting agendas, and coordinating all related materials.
Serve as a liaison to individuals reporting to the Dean, providing administrative support to Associate Deans and Directors as required.
Offer strategic support and advice to the Dean on a wide range of sensitive and high-profile issues, helping to address complex problems with confidentiality and discretion.
Analyze intricate and often confidential issues, identifying potential solutions, communicating them to the Dean, and implementing effective resolutions.
Support the Dean in fostering relationships with senior leadership, vice chancellors, deans, faculty, researchers, university departments, governmental entities, and other stakeholders.
Manage and prioritize a high volume of communications directed to the Office of the Dean, ensuring timely responses and appropriate follow-ups.
Plan, coordinate, and execute conferences, events, tours, and special outings for the Dean, faculty, staff, students, donors, and external parties.
Provide administrative support for the Dean’s special initiatives and projects, contributing to the advancement of key university goals.
Perform other duties as required, adapting to the evolving needs of the Office of the Dean.
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