What are the responsibilities and job description for the Executive Assistant to the Dean of Engineering position at University of Louisiana Lafayette?
Position Title: Executive Assistant to the Dean of Engineering
Department: 2400|Dean of Engineering
Responsibilities:
The Executive Assistant to the Dean provides administrative support to the Dean of the College of Engineering (CoE) and the Dean’s office. The Executive Assistant is required to perform duties independently and confidentially, and must exercise an elevated level of initiative, judgment, and integrity. The Executive Assistant must be able to anticipate problems and critical issues as they arise, providing summary information to facilitate timely responses and continually look for new ways to improve Dean’s office operations. Duties include, but not limited to, the following:
- Provides research and analysis to prepare briefing materials for the Dean.
- Manages multiple tasks with competing deadlines.
- Responds to routine & non-routine inquiries regarding the College of Engineering and campus operations, policies, and procedures.
- Forwards situations and issues presented by staff, faculty, and external constituents to appropriate staff members for resolution.
- Provides administrative and technical assistance on a wide range of special projects as assigned by Dean and Executive Staff.
- Makes high-level contacts of a sensitive nature regarding routine & non-routine issues internally and externally requiring a high degree of discretion and diplomacy and time sensitivity.
- Understands the program goals and priorities of the executive team, in order to prioritize issues according to urgency.
- Directs the daily administrative operations of the Dean’s office; functions as a work leader to direct and oversee assignments for the Dean’s office work study student workers.
- Functions as a gatekeeper to assure prioritization of the Dean’s time.
- Responds to a wide variety of inquiries from faculty and staff.
- Uses multiple computer applications to support key administrative functions.
- Manages the Dean’s task list and follow up activities to assure timely completion of projects. Shares primary responsibility for managing and scheduling the Dean’s calendar. Including management of Dean’s schedule and all travel.
- Collects and prepares information for use in discussions, meetings of executive management and external individuals.
- Drafts briefing documents for the Dean as well as correspondence and works on other communication projects.
- Develops and manages a database of contacts, initiatives, and assignments. Records minutes or notes of meetings as required.
- Perform other duties as assigned by the Dean of Engineering.
This position will report directly to the Dean of the College of Engineering, and as such is housed in the Dean’s Office Suite.
Qualifications:
Required Qualifications
- Bachelor's degree
- Experience with higher education business applications (e.g., Banner, DegreeWorks, Tableau, ChromeRiver and Cornerstone)
- Excellent interpersonal skills, communication skills, task prioritization, flexibility, and a commitment to university success.
- Excellent oral and written communication skills for a variety of audiences/customers.
- Strong work ethic and discretion when dealing with confidential material.
- Demonstrated proficiency with email, spreadsheets, online calendars/forms, shared cloud documents, Microsoft Office, and Microsoft Forms.
- Excellent time-management skills.
Job Ad# (req4065)
