Executive Assistant for Vice Dean

Responsibilities for Vice Dean’s office include:

Maintaining confidential salary information and letters for Adjunct faculty, Professors of Practice, and Visiting Professors.
Maintaining records related to the BLS instructional program, including course syllabi, faculty annual reports, accreditation, and similar matters.
Preparing academic materials for Board of Trustees meetings.
Assisting the BLS Status Committee (a faculty committee) in its preparation of materials for its meetings on contract renewal, promotion, and tenure and preparing such information for BOT meetings.
Assisting and supporting the work of all faculty committees in their preparation of committee materials and work product.
Preparing CLE certifications for all faculty.
Updating all major academic policy documents, including the Student Handbook, Faculty Handbook, Adjunct Handbook, and Regulations on Tenure and Promotion.
Liaising with Registrar, HR, Finance, Communications regarding faculty charges, adjunct faculty hiring, and numerous administrative matters pertaining to the faculty or academic program.
Preparing certain materials related to official BLS events, such as Convocation and Graduation, including Graduation Prizes and the Graduation Program.
Maintaining records, including correspondence between the Vice Dean and students regarding academic policies.
Managing work-related travel, reimbursements, and paperwork for the Vice Dean.
Assisting the Vice Dean with the Vice Dean’s calendar and setting up meetings, including hybrid/remote meetings from the dean’s conference rooms
Providing classroom assistance to the Vice Dean regarding the Vice Dean’s course, including tracking attendance, posting (as necessary) materials on Canvas, and arranging for Zoom recordings as needed.
Providing assistance to the Vice Dean regarding the Vice Dean’s own scholarly activities.

Required:

Bachelor’s degree required
Minimum of 3 years experience in high-level administrative support
5-7 years’ experience in higher education
Excellent organizational and time management skills
Strong ability to manage multiple priorities
High level of professionalism, discretion and confidentiality
Strong interpersonal skills
Ability to adapt to shifting priorities and manage competing deadlines in a fast-paced environment
Proficiency with Microsoft Office, Zoom, Outlook, and document sharing tools

Preferred:

Familiarity with student services functions and academic administration
Demonstrated ability to work with students, faculty, and staff in a diverse environment
Experience coordinating events and managing logistics
Ability to anticipate issues and proactively solve problems
Knowledge of FERPA
Experience using Student Information Systems, and in particular, Colleague

Remote capabilities:

This position is not eligible for a hybrid schedule, as duties must be performed on-site.