Executive Assistant to the Vice President for Academic Affairs/Dean of Faculty

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Inquiries Regarding Application Status
Due to the high volume of applications we receive, we cannot respond to inquiries regarding the status of submitted applications. Applicants selected for interviews will be contacted using the email and/or phone information provided in the online application. For information regarding our general staff recruitment process, please click here to visit our FAQs web page to see answers for frequently asked questions, including what to expect, timelines, requests for special accommodation, and interviews. 

Location:

Claremont, CA

Job Posting Title:

Executive Assistant to the Vice President for Academic Affairs/Dean of Faculty

Job Details and Requirement:

Department:  Office of the Dean of Faculty   

Supervisor: Vice President for Academic Affairs/Dean of Faculty

GENERAL DESCRIPTION 

Working independently, provide high-level administrative and office management support to the Vice President for Academic Affairs/Dean of Faculty (“Dean”) and the Office of the Dean of Faculty. This position supervises and coordinates administrative duties and activities, serving as the initial point-of-contact and liaison for the Dean, and independently organizes and manages ongoing and special projects. Leads efforts to advance and support the overall functioning of the administrative support staff within the Office of the Dean of Faculty and the Office of Academic Affairs, including developing and implementing organizational and procedural strategies and managing change.

                     

ESSENTIAL FUNCTIONS

• Serve as the initial point-of-contact and liaison for the Vice President/Dean of Faculty, providing high-level screening, referral, and problem resolution in response to inquiries to the Office of the Dean of Faculty (“Dean’s Office”).
• Anticipate the needs of the Dean and the Dean’s Office by staying current on office projects, daily events and activities, and the Dean’s calendar.
• Determine the priorities of constituent issues and needs, make decisions, and plan daily activities.
• Ensure open communication with various offices, faculty, staff, students, and others as needed.
• Independently respond to inquiries using knowledge about department policies, procedures, and guidelines while demonstrating strong political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the College.
• Provide a variety of advanced, complex, sensitive and confidential administrative support to the Vice President/Dean of Faculty, including scheduling of internal and external meetings, management of complex executive’s calendar, managing travel arrangements, document and file management, editing and reviewing of confidential communications and correspondence.
• Organizes daily briefings, research, compiles and summarizes issues, policies and topics and background information, presentation slides, talking points, and briefing materials as necessary for the Vice President on emerging trends and issues.
• Responds to, researches, and collaborates with offices to find solutions to a wide variety of questions/issues related to faculty, the Division of Academic Affairs, and Pitzer College. Monitors and follows upon issues until resolved.
• Provide high-level support to Associate Deans of Faculty and other senior leadership as needed.
• Manage and promote positive and effective cross-functional relationships with co-workers, departments, and program leaders.
• Develop, implement, oversee coordination, monitor, and participate in special projects, assignments, special events, and activities as assigned.
• Responsible for evaluating and continually improving business processes within the purview of this position. This includes proactively seeking out best practices and new technology tools to use in process improvement and streamlining.
• Collaborate and consult with Executive Assistants and Administrative Support staff across the College, The Claremont Colleges (e.g. Academic Deans Council), and provide guidance to staff in other departments on complex procedures and policy interpretation for the Division of Academic Affairs.
• Prepare, review, edit, and proofread high-quality and accurate correspondence for the Vice President/Dean.
  • Research and prepare meeting materials and complex reports involving confidential and/or technical information, in print or