Executive Assistant to the Dean, Wurzweiler School of Social Work

Position Summary:       

The Executive Assistant to the Dean and Associate Dean for Wurzweiler School of Social Work provides high-level administrative support and independently manages and oversees the activities of the Dean’s office.

Position Responsibilities:

• Serves as the primary point of initial contact on any matter and independently researches, prioritizes incoming issues, and determines appropriate course of action, referral and/or response. 
• Receive, screen, evaluate and determine appropriate responses to all written correspondence the office receives. Independently formulate and disseminate written responses as appropriate
• Ensures the department receives the administrative support required to meet its commitments and responsibilities
• Maintain calendars, make travel arrangements, and update pending commitments and appointments. Assists dean with administrative requirements. This includes running Argos reports, maintaining accurate student lists, and forwarding resumes for open positions
• Manages special projects/programs, which may have a University-wide impact
• Schedules Faculty and Dean’s Advisory meetings.
• Maintain office correspondence and replies to inquiries. Responses must be made in a timely manner, and urgent matters must be brought to the attention of senior management; Confirms that the appropriate resources are available. Ensures Dean replies to all outstanding correspondence
• Coordinates and/or assists in establishing or recommending budget allocations for the office and reviewing revised and final budgets.
• Oversee the planning and coordination of key special events
• May negotiate and administer contracts and/or agreements
• Answer telephone calls and uses tact in dealing with telephone and personal inquiries
• Prepares and types standard forms, ex: purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, and position requisition forms
• Takes minutes at meetings
• Maintains the Dean’s and Associate Dean calendars, schedules appointments, and meetings
• Assembles necessary background material for scheduled meetings
• Makes any arrangements necessary in connection with scheduled meetings, ex: travel arrangements, room scheduling, hotel accommodations, ordering audio/visual equipment, and ordering food
• Sets up and maintains complex filing systems for correspondence and other records
• Maintains records of financial expenditures and notifies the Dean periodically as to the status of funds
• Compiles and assists in compiling periodic reports on the basis of general instruction
• Screens telephone calls and determines which can be handled by the Supervisor’s subordinates, other offices rather than the Supervisor
• Revises and makes recommendations for new office procedures
• Uses independent judgment in responding to inquiries regarding policies, procedures, and regulations based on a thorough knowledge of departmental and university policy
• Composes and types varied correspondence of a complicated nature requiring a thorough knowledge of the operations and policies of the office, department, and university on a regular basis
• Deals directly with individuals and groups, both internal and external to the university, exercising in-department judgment on non-routine matters requiring knowledge and interpretation of policy under limited supervision
• Uses judgment and initiative in performing varied clerical and secretarial duties requiring a knowledge and understanding of the organization, programs, and procedures related to the work of the Supervisor
• Assembles data for grant applications and budgets
• Types grant applications and budgets from compiled data
• Monitors budget balances and alerts the Supervisor to potential shortages and overages
• Serve as liaison between the Dean's office and departmental offices
• Prepare and distribute agendas and minutes, and other correspondence with Department Faculty and Administrators
• Maintain Faculty, Students, and Board Members’ Directory
• Prepare and process travel requests for other activities related to the operation of this office
• Screen visitors, handle questions/complaints, and telephone calls. Direct to the appropriate office
• Creates and distributes flyers associated with events such as lunch & learns, conferences, and seminars
• This position will liaise with various internal departments and may be required to have frequent external contact
• May be required to coordinate work assignments and assess the work of assigned staff
• Monitor the WSSW mailbox 

Experience & Educational Background:

Bachelor’s Degree and 3-5 years of administrative experience. An equivalent combinati