Scheduled Hours

37.5

Position Summary

Provide high-level administrative support to the School of Public Health Dean using considerable judgment, tact, creativity and initiative. Works closely with senior leadership to ensure that project deadlines are met, and responses are well-coordinated and well-executed. Requires significant substantive knowledge of the University’s academic, research, and outreach programs.

Job Description

Primary Duties & Responsibilities:

• Ensures most efficient use of time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order. Acts as liaison between leadership, school, university, and community constituents. Uses discretion in responding on behalf of Dean if information is known, and prioritizes mail, call backs, etc. Establishes and maintains confidential files ensuring efficient retrieval for all personnel authorized to access data.
• Provides executive support.
  • Oversees and ensures the daily administrative operations for Dean and Dean’s Office.
  • Responds to inquiries from faculty, staff, students, donors and community partners on behalf of the dean and Dean’s Office team regarding campus operations, policies and procedures. Manages telephone and visitor traffic in administrative offices.
  • Serves as primary contact for the dean; refers inquiries to appropriate departments as necessary and responds on dean’s behalf.
  • Supports administrative coordination of School of Public Health National Council. Investigates issues and problems. Drafts and prepares responses to urgent requests.
  • Interacts regularly with university leadership, faculty and staff on behalf of the dean’s office, and manages all administrative responsibilities necessary to representing the dean’s office in a professional and organized manner.
  • Ensures that all requests, communications, and demands made of the dean’s office are addressed in a timely, high quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the dean’s office are met on time, professionally, and responsibly. Supervises office administrative staff.
• Prepares confidential correspondence and all materials for dean, senior staff and other officials. Assumes lead responsibility to prepare and assemble materials required by the dean for meetings and events. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary.
• Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the university’s Financial Information System.
• Project management
  • Develops project/program goals, objectives and plans in collaboration with Dean’s Office leadership.
  • Responds to evolving projects, processes and initiatives deemed important by Dean and leadership. 
  • Oversees implementation of project plan, monitors, tracks, and evaluate progress.
• Manages the purchase of supplies, equipment, and services.
  • Accurately processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using financial systems.
  • Maintains files for audit purposes. Schedules and contracts for meeting rooms, arranges catering and rentals.
  • Works with tax department to process moving expenses for new department staff.
• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

• Repetitive wrist, hand or finger movement

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Administrative And/Or Office Management (7 Years)

Skills:

Not Appl