Job Title

EXECUTIVE ADMIN ASST

Position Number

8102537

Job Category

University Staff

Job Type

Full-Time

FLSA Status

Non-Exempt

Campus

Chicago-Water Tower Campus

Department Name

EDUCATION PROGRAM

Location Code

SCHOOL OF EDUCATION (02300A)

Is this split and/or fully grant funded?

No

Duties and Responsibilities

As a key member of the School of Education leadership team, the Executive Administrative Assistant to the Dean is charged with establishing and sustaining efficient coordination and operation of the Dean’s affairs. Primary responsibilities include: As a core member of the leadership team, the Executive Administrative Assistant has managerial responsibility for and authority over the administrative functions of the office. The Executive Administrative Assistant is expected to establish efficient coordination and operation of the Dean’s affairs, including:

• Oversees the development and execution of the Dean’s master calendar in coordination with other support staff, anticipating conflicts and effectively negotiating competing interests.
• Manages the administration of the Dean’s Office including liaising with the Assistant and Associate Deans, to ensure professional and efficient service to internal stakeholders and guests.
• Curates meeting agenda items with a lens towards raising cross-functional awareness and advancing the SOE’s stated vision, mission, and stated priorities.
• Supports functional leaders overseeing Advancement, Alumni, Enrollment, Faculty, Staff, and Student engagement in effectively coordinating and aligning events and agendas.
• Coordinate and support the development of donor events and recognition;
• Prepares the Dean for meetings and events, and where appropriate may summarize and prepare responses and track action items to ensure responsiveness and closure.
• Supporting and/or facilitating SOE procedures that require Dean’s review and/or signature (e.g., faculty reviews, staff reviews, promotion, and tenure)
• Coordinates Dean’s office projects and events
• Creates organizational systems that improve the efficiency of Dean’s office
• Supports SOE business manager in handling fiscal matters related to the Dean’s office (e.g., procard transactions, purchasing)

• Supporting the management of essential SOE operations such as calendars, website, personnel file management as well as the creation and/or management of SOE-wide policies and procedures • Coordinates and/or executes key communications from the Dean’s office (e.g., emails, Sakai site, website, social media, etc.)

• Other duties as assigned Skills:
• Project Management: Demonstrated experience in managing operations and processes that effectively drive stakeholder decisions and project completion, often involving cross-functional and/or organization-wide initiatives. Strong record of effectiveness in managing challenging and stressful situations, with changing priorities. Ability to adjust thinking in emergency situations and develop administrative policies. Demonstrable mastery of technical tools designed to increase reporting and communication efficiency. Provide direction in the design, development, and administration of campus programs and operations to achieve established campus and School mission, goals, and objectives.
• Organizational Excellence: Superior organizational skills, with an ability to work independently, meet deadlines, exercise considerable judgment, discretion, and initiative in coordinating and overseeing the work of others, and in managing multiple projects to completion.
• Communicator: Ability to develop a deep understanding of what is best in terms of messaging to the broader SOE and beyond, at what cadence, and through what mechanisms. Support leadership team in working in a cohesive manner. Develop an understanding of the critical interfaces between this SOE and other organizations on and off campus in an effort to strengthen relationships.
• Strategic Partner: Demonstrated ability advising senior leaders in how best to advance priorities and proposals. Proven success offering solutions and taking ownership of activities that create insights and bandwidth for leadership to have greater strategic focus. Ability to evaluate our progress and work with a team to help determine how we should hold ourselves accountable for achieving our desired results.
• Relationship Builder and Maintainer: Excellent communication and interpersonal skills that include a combination of candor, tactfulness, and good rapport in a variety of situations and audiences. Ability to manage confidential tasks or situations requiring sensitivity and discretion. Knowledge of protocol, careful attention to detail, sound judgment and discretion when working with individuals from academia, donors, alumni, under-resourced communities, business, and government. Capable of setting the cadence of leadership team interactions and running staff meetings. Ability to support a strong, candid team dynamic by creating an optimal environment for productive, professional dialogue. Must be able to act as the liaison to a wide variety of School personnel and act as a facilitator of project(s) requiring people who do not directly report to you but who provide support to the goals and objectives of your organization.
• Clarity: Ability to research, report and facilitate discussion on complex subjects. Able to present data in a manner that enables clear understanding of interests and options for improved decision making. Success creating systems and processes that make clear the agenda and status of organizational efforts.
• Collaborative and Adaptable: Able to work effectively on team as well as lead team-based initiatives. Easily adapts to rapidly changing conditions.
• Entrepreneurial Mindset: Ability to create, develop, and help sustain programs, policies, practices and innovations with little limited information. The ability to reprioritize at a moment’s notice and assume additional responsibilities based on the Dean’s changing needs To apply, please include a Cover Letter, CV/Resume, and a list of 3 references.

Minimum Education and/or Work Experience

Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.

Qualifications

• College degree • 5+ years experience as administrative assistant or related professional experience • Knowledge of K-12 and/or higher education preferred • Demonstrated effective project management skills and experience

Certificates/Credentials/Licenses

N/A

Computer Skills

Demonstrated skill in using Microsoft suite; experience in creating and maintaining databases, experience updating websites (using T4) strongly preferred

Supervisory Responsibilities

No

Required operation of university owned vehicles

No

Does this position require direct animal or patient contact?

No

Physical Demands

None

Working Conditions

None

Open Date

04/21/2023

Close Date

Special Instructions to Applicants

Diversity and Inclusion Statement

Diversity, Equity, and Inclusion

Quick Link for Posting

https://www.careers.luc.edu/postings/24499