Executive Assistant to Dean

Updated: 7 days ago
Location: Lawrence, KANSAS

20543BR

Business Administration


Position Overview

The Executive Assistant to the Dean is an unclassified professional staff member in the Dean’s office. The Executive Assistant reports to the Dean and serves as the point of access to the Dean. Incumbent must have a keen understanding of Dean’s goals, philosophy, School of Business policies and strategy in order to effectively act as a liaison on behalf of Dean with both external and internal contacts.  This position also serves a vital role in managing the Dean’s office operations and works in close collaboration with others to execute the goals of the Dean and the School.  Must exercise good judgment, work independently, and demonstrate excellent communication and organization skills.


Job Description

40%  Office Management – Oversight and coordination of Dean’s office operations to ensure excellent customer service, efficient workflow, fiscal responsibility and work culture consistent with Dean’s and School of Business philosophy. The Executive Assistant is expected to provide solutions to a diverse range of problems and situations by exercising independent judgment and decision making skills.  Key aspects of Dean’s office management include: monitoring budget reports, supervision of staff, reviewing operating practices and overseeing daily operations.  Specific tasks include, but are not limited to:

  • Serve as key liaison to the SSC for Dean’s office regarding expenditures. 
  • Review and interpret monthly financial reports to monitor Dean’s office operational needs and expenses, including forecasting of student payroll budget.  May provide financial data to assist Dean/Associate Deans in budget planning of office operations.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Interpret administrative and operating policies and procedures for employees.
  • Determine office staffing needs, coordinate and direct office services provided by staff. Participate in hiring process of Dean’s office staff.
  • Supervise multiple student employees, including managing work schedules, providing training and organizing training materials.
  • Manage Dean’s Office physical space including ensuring that supplies are available for Dean’s office staff, the office is clean, and the office is opened by 8 a.m. and closed at 5 p.m. each business day.
40% Executive and Administrative Support –

Provide administrative support for Dean and/or Associate Deans in routine and with special projects.  Convey Dean’s views and opinions on his/her behalf. Prioritize requests made to Dean including meeting requests, scheduled appointments and communications.  Demonstrate the ability to work under pressure at times and to handle a wide variety of activities and confidential matters with the utmost discretion.  Specific tasks include, but are not limited to:

  • Work independently on projects, from conception to completion, as assigned by the Dean.
  • Schedule, manage and prioritize the Dean's and Associate Deans’ daily calendar.
  • Analyze, prioritize, and manage Dean’s workflow including reading and evaluating incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Screen telephone calls; respond, refer or forward callers to the appropriate parties, as necessary.
  • Prepare and submit responses to correspondence containing routine inquires. 
  • Conduct research, compile data, and prepare papers, financial statements or reports for consideration and presentation by Dean, Associate Deans, Business School committees, and/or Boards of Directors.
  • Manage and maintain Dean’s office contacts and databases.
  • Develop and maintain an efficient electronic and hard copy filing system of documents and records following school, university and government guidelines and requirements.
  • Provide administrative assistance for School processes such as Promotion and Tenure and faculty reviews.
  • Regularly engage with the Events Director and other staff to compile guest lists, coordinate Dean’s availability and use of Business School facilities for various events/activities throughout the year.
  • Assist with other events, administrative functions and perform other duties as assigned.
20% Constituent Relations -

Maintain frequent interaction with internal and external constituencies of the Dean.  Serve as liaison between Dean’s office and others including Provost Office, other Deans, Directors, faculty, staff, alumni, donors and the public. Specific tasks include but are not limited to:

  • Work closely with the Chief of Staff to understand projects and initiatives involving the Dean and/or the School of Business and the Dean’s stance on all important issues. 
  • Meet regularly with other administrative associates in the school to make sure there is clear communication of processes and updates in the school.
  • Facilitate monthly all-staff meetings for Business School.
  • Serve as Dean’s Board of Advisors Administrative Assistant including creating and maintaining a database.
  • Attend events as representative of Dean’s office School of Business, as needed.
  • Participates in school and university wide committees and groups as requested.

Position Requirements

Position is located on the Lawrence, KS campus.


Required Qualifications

  • Bachelor's degree and seven years of office experience or High School diploma or GED equivalency and 10 years of office experience in an administrative support position.
  • Excellent editorial and written communication skills, as demonstrated by application materials.
  • At least one year of demonstrated work experience required planning, organizing and meeting deadlines, as demonstrated by application materials.
  • At least two years of experience in basic computer skills, including familiarity with scheduling software, Microsoft Word, Excel.  
  • Excellent interpersonal and oral communication skills and the ability to relate to various publics as demonstrated by successful customer service and/or constituent relations experience in previous employment.

  • Preferred Qualifications

  • Experience handling sensitive matters responsibly and with discretion as demonstrated by at least one year of related experience.
  • Thorough knowledge of University of Kansas structure, organization and administration.
  • Strong work ethic with ability to work effectively and efficiently, with a capacity for managing simultaneous responsibilities and reprioritizing projects due to urgent issues that arise.
  • Demonstrated ability to be highly self-directed, detail-oriented with high attention to accuracy.

  • Additional Candidate Instruction

    A complete application requires: 1) on-line application; 2) current resume; 3) a cover letter addressing required qualifications; 4) complete contact information for three professional references.

    • Review of applicants begins Nov 8, 2021 and will continue until position is filled

    Advertised Salary Range

    Commensurate with experience


    Application Review Begins

    08-Nov-2021


    Anticipated Start Date

    06-Dec-2021


    Primary Campus

    University of Kansas Lawrence Campus


    Employee Class

    U-Unclassified Professional Staff


    Work Schedule

    M-F 8-5; occasional evening or weekend


    Job Family

    Administrative Support-KUL


    Work Location Assignment

    On-Site


    Disclaimer

    The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Institutional Opportunity and Access, IOA@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY 9 for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).


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