Special Assistant to the Dean

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Department:

School of Public Affairs

Time Type:

Full time

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Special Assistant to the Dean is primarily responsible for providing administrative support and assistance to the Dean of the School of Public Affairs. Advocates and supports the Dean’s agenda. Serves as a liaison between the Dean and the Dean’s staff, University central administration, the school, other units, and external constituencies. The position works closely with members of the Dean’s leadership team, administrators and faculty within SPA, administrators in the President’s Office, Provost’s Office, Office of Campus Life, Office of Development, all other academic and non-academic units at American University, and other external constituents. The Special Assistant keeps in close and regular connection with the Dean to stay abreast of the Dean’s priorities, evolving issues and concerns, enabling the Special Assistant to act as a main point of contact for the larger school body, staff, and faculty to the Dean.

This position reports directly to the Dean and manages the allocation of the Dean’s time and prepares background materials and minutes for meetings for the Dean, and drafts and edits Dean’s communication with external and campus constituencies. This position acts as primary and confidential assistant to the Dean of SPA and supervises the Administrative Assistant for the School of Public Affairs.

Essential Functions:

1.) Calendar Management

• Manages the Dean’s calendar. Schedules and confirms individual meetings for the Dean as well as prepares the calendar for leadership team and all-SPA meetings.

• Assists in coordinating logistics for meetings and preparing agendas.

• Prepares necessary technology in advance of meetings.

• Ensures meetings are starting on time.

• Takes and shares meeting minutes, if requested.

• Prepares Dean for special events such as commencement and the SPA Awards Ceremony.

2.) Communication and Public Relations

• Assists Dean with communications.

• Drafts emails and messages from the Dean.

• Compiles information for Dean’s weekly emails.

• Monitors the Dean’s office target emails.

• Manages the membership of the list serves for the SPA community.

• Updates the organizational charts of SPA to share with the community.

3.) Office Management

• Manages the Dean’s Office Suite.

• Manages space occupied by the SPA community.

• Tracks office assignments.

• Coordinates improvements to the building.

• Oversees use of the SPA conference rooms.

• Collects schedules for all staff at the start of each term.

• Manages access to the building and office suites.

4.) Travel Coordination

• Arranges and coordinates travel and travel reimbursement for the Dean.

• Identifies and books travel for Dean.

• Tracks receipts and submits reimbursements.

5.) Personnel Management

• Supervises and coordinates the work of one full-time employee and student workers.

• Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

6.) Other duties as required

Salary Range:

•  $64,074-$70,000 annually.

Position Type/Expected Hours of Work: