What are the responsibilities and job description for the Executive Assistant to the Dean position at University of Louisiana Lafayette?
Position Title: Executive Assistant to the Dean
Department: 2200|Dean of Business
Responsibilities:
The Executive Assistant to the Dean plays a critical role in ensuring the smooth operation of the Dean’s office within the College. This position provides comprehensive administrative support to the Dean and the office suite, ensuring the timely processing of tasks and communications across various departments. Working with a high degree of independence and confidentiality, the Executive Assistant must demonstrate exceptional initiative, judgment, and integrity, while anticipating issues and facilitating prompt responses to critical matters. The role requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities effectively.
- Provide administrative support to the Dean and the office suite, ensuring smooth workflow from various departments within the College.
- Handle incoming correspondence and phone calls, determine appropriate action, and follow up on communications as needed.
- Prepare travel requests and process post-travel reimbursement requests for the Dean and Dean’s office staff.
- Reconcile University credit card statements for the Dean’s office.
- Coordinate room reservations within the College, ensuring scheduling efficiency.
- Serve as the safety coordinator for the College, managing safety protocols and ensuring compliance.
- Assist with special projects and events, providing administrative and logistical support.
- Perform other duties as assigned by the Dean, adapting to evolving needs and priorities within the office.
Required Qualifications:
- Bachelor’s degree with a minimum of three years’ experience in a relevant job.
- MBA with a minimum of one year of experience in a relevant job
- High School diploma with a minimum of 10 years’ experience as an Administrative Assistant in a higher education setting
Skills, Abilities, Etc.:
- Proficiency in Microsoft Word, Excel and PowerPoint
- Ability to exercise a high level of judgment and maintain a high level of confidentiality
- Effectively convey information verbally and in writing
- Recognize when to make decisions independently and when to consult the Dean
- Communicate effectively and frequently with College staff
- Continually look for new ways to improve office operations
- Demonstrate a high level of professionalism when dealing with students, faculty, and staff
Job Ad# (req4062)
