Administrative Assistant Senior

Overview

This position of Administrative Assistant SR requires an experienced and highly professional individual to support the Dean and Coordinator of Special Projects and Events in a team-based environment for the Quinney College of Natural Resources. This individual will assist the Dean, Associate Deans, and Department Heads with administrative support in daily operations. In conjunction with the Dean, this person will direct special projects and events.

 

This position requires strong organizational and project management skills with the ability to see the “big picture” while managing the small details. This person will create and maintain systems that enhance organizational efficiency in partnership with the Dean.

Responsibilities

Dean’s Office Support (40%):

• Provides a professional, competent and friendly face to faculty, staff, donors, and others contacting the Dean’s office.
• Manages the calendars for the Dean, Associate Deans, and others as designated. Answers phones and conducts email correspondence.
• Prepares meeting agendas and develops timely and accurate meeting minutes. Composes, prepares and proofreads letters, reports, and other correspondence.
• Maintains a strong and productive working relationship with staff, faculty, administration, and donors of the college.
• Works collaboratively with the financial officer and other Dean’s office staff to coordinate schedules and provide backup for an effective and productive office environment.
• Coordinates logistics and information flow between the college and its departments.
• Coordinates with the Provost’s and President’s offices as needed.
• Initiates and coordinates travel for the Dean.
• Performs other duties as assigned and needed.

Special Projects/Events Support (30%):

• Under the direction of the Dean and Associate Deans, the incumbent will manage logistical planning and execution of special projects and invents, including Spring Awards Event, Commencement, Scholarship Banquet, and other special events.
• Ensure that organizational standards for selecting, contracting and booking venues, vendors, and speakers are upheld at all times.
• Direct special projects, events or initiatives as identified by the Dean, Associate Deans, and Sr. Director of Development.

Development Support (15%):

• Supports the college development officer including coordinating development materials and events.
• Supports college-wide development and the Dean’s office scholarship areas, including but not limited to development proposals, scholarship forms, gifts of appreciation, stewardship, etc.
• Reviews and updates donor information in Millennium while also generating regular and custom reports as needed.

College (15%):

• College administrator for promotion and tenure e-Dossier/Interfolio system. Tracks faculty annual role statements and faculty annual reviews.
• Reviews and maintains accurate records of tenured or tenure-track faculty, tenure and promotion committees, third-year reviews, and five-year reviews.
• Maintains accurate promotion and tenure dates and post—tenure reviews.
• Organizes and maintains accurate personnel and faculty files.
• College administrator for Watermark Faculty Success (formerly Digital Measures).
• Either performs these duties or oversees other staff assistants in the Dean’s office with the following responsibilities:
  • Schedules conference room and atrium use as needed.
  • Sorts and distributes mail and coordinates the Dean’s mail for review.
  • Orders office supplies, parking passes and maintains office/computer equipment (printers, copiers, etc.).
  • Maintains accurate listing of Dean’s office staff and phone numbers on university website, college website and college directories in the buildings. Updates contact lists and emergency contact information. Updates organizational chart.
  • Acts as the building liaison for college emergency preparedness training, supplies and acts as facilities building representative.

Qualifications

Minimum Qualifications:

• Six (6) years of related work experience OR an associate’s degree in a related field plus four (4) years of related work experience OR a bachelor’s degree in a related field plus two (2) years of related experience.
• High level of experience with planning and executing successful special projects and events.
• Creative energy, self-starting, with the ability to manage multiple assignments.
• Strong management and organizational skills. Highly dependable in all aspects including the ability to work efficiently and meet deadlines.
• Critical thinking