What are the responsibilities and job description for the Executive Assistant to the Dean position at Willamette University?
Posting Number: R0006332
Location: Salem Campus
ABOUT WILLAMETTE UNIVERSITY:
Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.
Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.
EXECUTIVE ASSISTANT TO THE DEAN
This position provides administrative and coordination support for the operations of the Dean's office and its organizational leadership. This administrative professional position requires maintaining confidentiality and extensive flexibility to effectively balance office reception, multiple calendar scheduling, meeting/event preparation and support, document approvals, systematic record-keeping, some writing and editing, and special research projects. The person in this position must be able to work independently to meet deadlines, shifting priorities, and an often-demanding schedule.
Duties and Responsibilities
Minimum Qualifications
Preferred Qualifications
Typical Work Schedule
Monday - Friday 8:00am to 5:00pm
Salary: $58,063
You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
Applications will be reviewed on a rolling basis as received until the position is filled.
Incomplete applications will not be considered.
WILLAMETTE UNIVERSITY VALUES DIVERSITY:
Employment at Willamette University means being part of a community that values education and its impact on the world and is friendly, supportive, and increasingly diverse. Believing that diversity contributes to academic excellence and to rich and rewarding communities, Willamette is committed to recruiting and retaining candidates who bring to campus varied experiences, perspectives, and backgrounds.
BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
INSTRUCTIONS FOR APPLICANTS:
Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
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Location: Salem Campus
ABOUT WILLAMETTE UNIVERSITY:
Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.
Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.
EXECUTIVE ASSISTANT TO THE DEAN
This position provides administrative and coordination support for the operations of the Dean's office and its organizational leadership. This administrative professional position requires maintaining confidentiality and extensive flexibility to effectively balance office reception, multiple calendar scheduling, meeting/event preparation and support, document approvals, systematic record-keeping, some writing and editing, and special research projects. The person in this position must be able to work independently to meet deadlines, shifting priorities, and an often-demanding schedule.
Duties and Responsibilities
-
Handles and prioritizes incoming issues and requests addressed to the Dean.
- Responsible for understanding and interpreting highly sensitive and confidential matters and documents.
- Communicates directly and professionally on behalf of the Dean to community members, campus departments, other institutions, and all interested parties.
- Manages calendars for the dean and assistant/associate deans.
- Responsible for official functions/events hosted by the Dean, as well as specific College events, either on campus or off campus.
- Tracking and managing invoices and billing as necessary in the Dean's Office budget.
- Manages the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to the Dean's initiatives. Develops trust-based relationships with internal and external stakeholders to facilitate information sharing and expedite problem solving related to the Dean's initiatives.
- Writes, edits, or coordinates the creation of select communications on behalf of the Dean. Processes and responds to letters of select inquiries, complaints, and other types of correspondence.
- Works closely with departments reporting directly to the Dean. Maintains files and records (electronic and hard copy) in an organized, consistent and confidential manner, using university procedures for protecting and maintaining the privacy of records, and following relevant documents retention schedules.
- Assists with searches, including administrative assistance with searches for academic faculty and other college positions.
- Follows campus policy and procedures regarding Dean's office files and documents. Archives appropriate files and documents on an annual basis.
- Demonstrates a commitment to student success and a high level of interpersonal and intercultural literacy.
Perform other duties as assigned -
Minimum Qualifications
-
Bachelor's Degree or minimum of four years of executive support experience of progressively responsible nature. Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license or certification.
-
Patience, integrity, and the ability to exercise good judgment and diplomacy and to maintain a high level of confidentiality.
- A demonstrated commitment to student success and to working with broadly diverse communities.
- Organizational skills and strong attention to detail.
- Competence in basic computer systems, data entry, and web maintenance.
- Effective oral and written communication skills.
-
Record keeping, proofreading, and writing skills as well as a high degree of accuracy.
Interpersonal/people skills with ability to interact with diversity of people both in and out of the University, and at different levels of the organization. -
Preferred Qualifications
-
Proven ability to handle complex and sensitive information with discretion.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced quickly changing environment. -
Typical Work Schedule
Monday - Friday 8:00am to 5:00pm
Salary: $58,063
You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
-
Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
Current Resume -
Applications will be reviewed on a rolling basis as received until the position is filled.
Incomplete applications will not be considered.
WILLAMETTE UNIVERSITY VALUES DIVERSITY:
Employment at Willamette University means being part of a community that values education and its impact on the world and is friendly, supportive, and increasingly diverse. Believing that diversity contributes to academic excellence and to rich and rewarding communities, Willamette is committed to recruiting and retaining candidates who bring to campus varied experiences, perspectives, and backgrounds.
BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.
REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
INSTRUCTIONS FOR APPLICANTS:
Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.
Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.
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Salary : $58,063
