Executive Assistant to Dean

98987BR

Campus: Downtown Phoenix

Exec Asst to Dean

Job Description

The College of Health Solutions (CHS) is seeking a highly professional and experienced Executive Assistant to the Dean. This position is responsible for directing the Dean’s daily schedule and meetings and manages their day-to-day needs requiring an in-depth understanding of the organizational structure and culture. The candidate must have the ability to establish priorities and manage numerous high-priority tasks simultaneously and autonomously and ensure timely follow-up on pending matters.

This position is part of a dynamic culture of engaged and success-oriented team members. The successful candidate will be a confident self-starter with excellent communication skills, productive work qualities and efficient work methodology. Under supervision of the Assistant Director, Administrative Support Operations, they will play a key role in advancing the success of the Dean and the Office of the Dean.

The College of Health Solutions is committed to creating a positive culture of inclusion, wellness, and employee engagement. We exemplify this through our Staff Success Hub, whose Council membership is open to all CHS staff. The Council gives staff a voice in decision-making at the college level and reflects the college leadership’s commitment to attracting, developing, and retaining the best.

Job Family

Clerical & Admin Support

Department Name

College of Health Solutions

Full-Time/Part-Time

Full-Time

VP Code

VP/EXEC VICE PROV DPC

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$57,600 - $80,000 per year; DOE

Close Date

28-February-2024

Essential Duties

• Manages a complex and high-level schedule and day-to-day calendar activities including securing background information for meetings, preparing agendas and reports, gathers information for presentations, continually monitors and manages email by prioritizing and tracking, and creates detailed preparation documents.
• Performs broad-based administrative duties such as answering phone calls, responding to emails, handling general correspondence and making guest arrangements, managing purchasing card including reconciliation, and all aspects of travel domestic and foreign.
• Serves as main point of contact for the Dean, managing communications and expectations to constituents, ensuring follow through and seeing all to resolution.
• Manage complaints and/or grievances in a professional manner and determine appropriate delegation as representative of the Office of the Dean.
• Captures and distributes meeting minutes, and drafts correspondence on behalf of the Dean.
• Manages multiple high-priority activities in a fast-paced environment requiring extensive coordination and follow through due to time-sensitive matters.
• Establishes and continually monitors/manages project expectations; assigns tasks and identifies issues for resolution. 
• Facilitates, identifies, evaluates and provides continuous updates on progress towards goals and provides recommendations for optimal success. 
• Performs tasks of a highly responsible, sensitive and confidential nature requiring considerable sound judgment. 
• Performs needs assessment and analyzes outcomes by working closely and collaboratively with Dean, leadership, senior staff and key stakeholders to ensure optimal outcomes.
• Coordinates the Dean’s involvement in university events to insure effective interaction with faculty, staff, senior executives, leadership teams and their constituents both internal and external to the University.
• Exercises sound judgment in decision-making, is flexible, has the ability to anticipate, recognize and resolve internal and constituent issues using professionalism, tact, diplomacy and discretion.
• Independently composes correspondence on a variety of subjects requiring judgment, originality, high attention to detail and knowledge of issues involved.
• Coordinates or assists in coordinating events, including sending invitations and managing RSVPs and may involve arranging equipment and catering.
• Performs special assignments as directed by the Dean.
• May assist in the search and hiring process for faculty, academic professionals and university staff.
• Assists in the maintenance and processing of personnel policies and procedures for the College/Office of the Dean.
• Identifies critical resource expertise and targets appropriate internal and/or external sources to ensure optimal outcomes.
• Prepares and maintains project status reports and schedules; tracks milestones/deliverables; re-sets expectations as needed in consideration of project progress/outcomes.
• Manages leave time for Dean and their direct reports.
• Performs other duties as assigned to ensure the continuity of operations and to meet needs of the Office of the Dean.
• Flexibility with schedule - some evenings and weekend work will be necessary.
• May supervise, train and evaluate assigned staff.

Minimum Qualifications

Bachelor's degree in business, education or related field and five (5) years of related work experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Experience in using Microsoft Office applications. 
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Experience in handling projects/tasks of a highly confidential and sensitive nature.
• Experience in developing and maintaining effective working relationships.
• Experience editing and proofing communications for accuracy, spelling, grammar and content.
• Evidence of effective written and verbal communication skills,
• Ability to address a wide variety of audiences, with a high comfort level.
• Experience in being resilient, diplomatic, influential, and a relationship builder. 
• Experience serving as a liaison to internal and external stakeholders. 
• Experience successfully managing an executive level supervisor. 
• Experience in analyzing and comprehending complex issues.
• Experience in using problem-solving skills.
• Experience in managing complex projects with academic and professional teams.
• Experience in managing a variety of projects concurrently, of various scopes and complexities.
• Experience in understanding role and responsibilities and expectations.
• Experience in working in and effectively navigating a fast-paced environment subject to constantly changing priorities.
• Experience in collaboration and decision-making in a complex work environment.
• Experience in working independently as well as working in a team.
• Demonstrated knowledge of administrative policies and procedures as applied to public higher education academic institutions.
• Experience in making administrative and procedural decisions and judgements on sensitive, confidential issues.
• Demonstrated administrative, managerial and/or supervisory experience in a higher education setting.
• Experience in project management in an academic or business environment. 
• Experience in understanding and interpreting ASU and Arizona Board of Regents policies and organizational structure.
• Ability to resolve any performance concerns through coaching, feedback and self-initiative.

Working Environment

• Use basic math.
• Activities are performed in an environmentally controlled office setting.
• Required to stand for varying lengths of time and walk moderate distances to perform work.
• Ability to clearly communicate to perform essential duties.
• Use office equipment, i.e. printers, copiers, fax machines, telephones, calculator. 
• Regular activities require ability to quickly change priorities, may include/subject to resolution of conflicts.
• Use of software/computer equipment for extended periods of time. 
• Use critical thinking to make decisions and/or analyze and report data/results of tests conducted.
• Ability to lift and transport up to 25 pounds.

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options :
This position is eligible for Hybrid work.  This is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location.

Department Statement

The College of Health Solutions (CHS) is dedicated to translating scientific advances into practical interventions to improve health outcomes through education, research and service. We equip students with the knowledge and skills to influence healthier lifestyle choices; develop creative interventions to improve the health of people and populations; analyze and translate large amounts of health data into solutions; and maximize the technology, science, business and application of diagnostics. CHS research programs encompass basic, discovery science, clinical trials, intervention science and measurement of  health outcomes. CHS takes an interdisciplinary approach to address the complex systems that underpin health problems. The college is highly collaborative, transparent and team-oriented with an organizational structure that includes translational teams, affinity networks and academic programs to improve the health of people and communities. 

The current training programs include behavioral health, biomedical diagnostics, biomedical informatics, exercise science, health promotion, health sciences, kinesiology, medical studies, nutrition, population health, science of health care delivery, and speech and hearing science. Our programs are offered at ASU’s Downtown Phoenix, Tempe, Polytechnic, West and Lake Havasu campuses, as well as on Mayo Clinic’s campus in north Phoenix. 

For more information about ASU and the College of Health Solutions, visit https://www.asu.edu/about/ and https://chs.asu.edu/

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources .

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.