Executive Assistant to the COLSA Dean

USNH Employees should apply within Workday through the Jobs Hub app

As the Executive Assistant to the Dean, provide leadership, oversight, training and support for administrative management, coordination and implementation of operations of the College, its Departments, the New Hampshire Agricultural Experiment Station, New Hampshire Veterinary Diagnostic Laboratory, UNH Woodlands and Natural Areas Office, Extension Office, the Sustainability Institute and key internal and external partners. Work directly with the Dean of the College of Life Sciences and Agriculture on projects, calendar management, and administrative processes.

Duties/Responsibilities

50%

• Primary responsibility for college processes that require a high degree of discretion, diplomacy and judgement, serving as the liaison between the Dean and a wide range of campus units and the outside community.

• Maintain the Dean’s calendar by scheduling multiple weekly and monthly meetings with Chairs, Finance, Committees, and all other requests for Dean’s time. Greeting visitors to the Dean’s office and understand Dean’s strategic goals and priorities in order to prioritize issues according to urgency and follow up on activities to assure timely follow through and completion of projects.

• In conjunction with the Department Chairs, Administrative Managers and the Dean, Initiate and oversee all faculty processes in the college to include hiring, appointment, reappointment and termination and workloads, annual and periodic review and promotion processes, and management of the College Promotion and Tenure Committee.

• Oversee and train department chairs, their support staff and college administrators to ensure all official college records for faculty and staff are accurate and kept up to date. Compile, maintain and monitor confidential institutional records, such as personnel files, promotion and tenure materials, bargaining unit interactions, disciplinary files.

• Provide procedural information and work with department chairs and business managers to identify, develop and apply best practices in academic administration across the College.

20%

• Initiate and monitor confidential college-wide elections and similar processes.
  Implement, oversee and ensure conformity for all college employee records and their appropriate accessibility; safeguard compliance with multiple faculty union or council contracts and agreements for procedures, mechanisms and timelines. Initiate and respond to confidential UNH counsel and contract administration or arbitration processes and communications.

15%

• Coordinate a number of annual events for COLSA and the Dean’s office including but not limited to: Catering, finding the proper spaces on and off campus, tent rentals, working in conjunction with facilities to get appropriate tables, chairs, and other needed items, physically help with the set up and break down events, and coordinate with support staff to ensure all events run smoothly.

10%

• Work in conjunction with the Dean to manage finances for the Dean’s office, properly applying expenses to Dean’s office accounts and working in tandem with the Finance Office to track budgets and spending. Purchase required business items through UShop and maintain and reconcile a Purchase Card for Dean’s office expenses.

• In conjunction with Department Managers, update Faculty, Staff and Graduate student contact lists and manage conference room assignments for meetings and events.

5%

• Supervise a COLSA/NHAES administrative assistant, when applicable, and hourly employees to ensure excellent support for administrators, employees and processes.

• Work directly with the Dean and Associate Deans to implement policies and effective practices of current programs and to facilitate changes to promote new initiatives.

Minimum Acceptable Education & Experience:

• Bachelor’s degree and 7 years of office support experience of increasing responsibility including three years of supervision, or combination of experience, specialized training and higher education equal to nine years.

Required Knowledge, Skills & Abilities:

• Comprehensive knowledge of office procedures and practices, and management/administrative principles, practices, methods and techniques.

• Ability to establish and maintain effective w