Executive Assistant to the Vice President/Dean of Faculty

Details

Posted: 06-Feb-24

Location: Claremont, California

Type: Full-time

Salary: $68,000-70,000 per year

Categories:

Academic/Faculty Affairs
Administrative/Support
Staff/Administrative

Employment Type:

Full-time

Organization Type:

Higher Education Institution

Preferred Education:

Bachelor’s

Location:

Claremont, CA

 

Job Posting Title:

Executive Assistant to the Vice President/Dean of Faculty

 

Job Details and Requirement:

Position Title:

Executive Assistant to the Vice President/Dean of Faculty

 

Department :  Office of the Dean of Faculty   

Supervisor : Vice President for Academic Affairs/Dean of Faculty

 

GENERAL DESCRIPTION 

Working independently, provide high-level administrative and office management support to the Vice President for Academic Affairs/Dean of Faculty (“Dean”) and the Office of the Dean of Faculty. This position supervises and coordinates administrative duties and activities, serving as the initial point-of-contact and liaison for the Dean, and independently organizes and manages ongoing and special projects. Leads efforts to advance and support the overall functioning of the administrative support staff within the Office of the Dean of Faculty and the Office of Academic Affairs, including developing and implementing organizational and procedural strategies and managing change.

 

                       

ESSENTIAL FUNCTIONS

• Serve as the initial point-of-contact and liaison for the Vice President/Dean of Faculty, providing high-level screening, referral, and problem resolution in response to inquiries to the Office of the Dean of Faculty (“Dean’s Office”).
• Anticipate the needs of the Dean and the Dean’s Office by staying current on office projects, daily events and activities, and the Dean’s calendar.
• Determine the priorities of constituent issues and needs, make decisions, and plan daily activities.
• Ensure open communication with various offices, faculty, staff, students, and others as needed.
• Independently respond to inquiries using knowledge about department policies, procedures, and guidelines while demonstrating strong political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the College.
• Provide a variety of advanced, complex, sensitive and confidential administrative support to the Vice President/Dean of Faculty, including scheduling of internal and external meetings, management of complex executive’s calendar, managing travel arrangements, document and file management, editing and reviewing of confidential communications and correspondence.
• Organizes daily briefings, research, compiles and summarizes issues, policies and topics and background information, presentation slides, talking points, and briefing materials as necessary for the Vice President on emerging trends and issues.
• Responds to, researches, and collaborates with offices to find solutions to a wide variety of questions/issues related to faculty, the Division of Academic Affairs, and Pitzer College. Monitors and follows upon issues until resolved.
• Provide high-level support to Associate Deans of Faculty and other senior leadership as needed.
• Manage and promote positive and effective cross-functional relationships with co-workers, departments, and program leaders.
• Develop, implement, oversee coordination, monitor, and participate in special projects, assignments, special events, and activities as assigned.

• Responsible for evaluating and continually improving business processes within the purview of this position. This includes proactively seeking out best practices and new technology tools to use in process improvement and streamlining.

• Collaborate and consult with Executive Assistants and Administrative Support staff across the College, The Claremont Colleges (e.g. Academic Deans Council), and provide guidance to staff in other departments on complex procedures and policy interpretation for the Division of Academic Affairs.
• Prepare, review, edit, and proofread high-quality and accurate correspondence for the Vice President/Dean.
  • Research and prepare meeting materials and complex reports involving confidential and/or technical information, in print or digital formats.
  • Research and prepare materials for presentations, speeches, and announcements on behalf of the Dean.
  • Prepare, and track all contract, salary, and appointment letters for faculty on behalf of the Dean.
  • Ensure that accurate records are kept for each faculty member for reviews, sabbaticals, committee service, annual reports, sabbatical reports and curriculum vitae; routinely notify faculty of relevant policies, procedures, and deadlines for submission of faculty personnel file materials.
• Approve budgetary expenses and timecards on behalf of the Dean through the Workday system. Prepare corresponding documentation for submission and satisfy deadlines and guidelines of the Office of the Treasurer, Finance, and Human Resources Offices.
• Manage the annual review process for pre-tenured faculty in non-APT (Appointments, Promotions and Tenure) review years.

 

Oversee Dean’s Office, Faculty Administrative Services Unit : Oversee and manage Faculty Administrative Services operations.

• Identify areas for improvement in daily operations and services provided by the unit.
• Develop strategies for implementing and maintaining best practices.  
• Work collaboratively with the Budget and Finance unit and Governance Unit of the Dean’s Office on items and topics relevant to shared responsibilities.
• Supervise, coach and mentor the Sr. Administrative Coordinator for Academic Affairs.
   

Provide Executive-Level Support to the Faculty Executive Committee (FEC) :

• Conduct annual and special elections.
• Coordinate the sabbatical application process.
• Assist in agenda planning. Supervise logistical support for meetings. Attend meetings and record minutes. Distribute meeting minutes and maintain meeting records. Track action items across governance process including for Faculty Meetings and College Council.
• Collect and maintain annual committee reports for all standing committees.
• Plan and implement non-standard/additional processes on behalf of the Committee and as needed.
• Provide agenda planning support for Faculty Meetings and distribute meeting minutes.
• Assist with coordination of faculty appointments to committee service and distribute relevant documentation on behalf of the committee.
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Administer Adjunct Faculty Appointments : Independently administer the hiring process for adjunct faculty

• Administer and maintain shared adjunct hire workflow software applications and tools.
• Update adjunct contract templated language as needed.
• Liaise with Human Resources on topics and issues related to adjunct faculty hires and contract/contract language.
• Administer the faculty review and approval process, liaise with faculty personnel representatives, associate dean, Registrar’s Office, and Information Technology on related topics, issues, and processes.
• Create, maintain, and distribute faculty information to relevant offices and programs.
• Manage adjunct hire records, course accounting, and other simple data for use by Dean’s Office and other resource and service providers.
• Support the Academic Affairs Committee of the Board of Trustees. Attend meetings and record minutes.
• Interact with staff at the other institutions of the consortium as well as outside agencies (e.g., representatives of select grant-awarding institutions) on behalf of the Dean.
• Perform other related duties as required.

 

Basic Qualifications :  A combination of relevant and demonstrable professional experience, education, and training providing the required knowledge, skills and abilities. Must have five (5) years of work experience providing administrative support to an executive position and/or managing an office. Must have experience working in a high-pressure environment. Supervisory experience is desirable

 

Preferred Qualifications : A bachelor’s degree from an accredited institution is preferred. Experience working in higher education and/or public relations preferred.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• High-level of tact, professionalism and ability to remain composed and resilient under pressure.
•  Maintaining strict confidentiality is a critical aspect of this position.
• Ability to manage multiple projects at the same time, providing planning and organization.
• Prioritize and plan work activities effectively, using time efficiently and developing realistic action plans to satisfy deadlines and expectations.
• Maintain attention to detail and accuracy in a busy and fast-paced office environment.
• Demonstrate superior written and oral communication skills in English.
• Compose clear, concise and high-quality business communications, correspondence, meeting materials, statistical/financial reports, and other documents with an attention to detail and to the needs of the audience.
• Strong grammar and proof-reading skills.
• Type at least 50 words per minute.
• Speak English clearly, persuasively, and cordially with individuals in multiple constituencies in a diverse and socially aware environment.
• Demonstrates superior customer service, resourcefulness and discretion. Must have superior people skills, with the ability to interact well in a culturally diverse work environment. Have an approachable and positive personality.
• Superior computer skills, including high-level of proficiency with the recent version of the Microsoft Office Suite (particularly Word, Excel, Outlook, and Teams), Adobe Acrobat Reader and Pro, and Zoom. Comfortable using databases and integrated software applications. Working knowledge of WordPress and Workday HCM, or ability to learn within three months.
• Strong logical and analytical skills. Demonstrate initiative and ability to problem-solve and anticipate the needs of the supervisor and the office.
• Adapts to changes in the work environment, manages competing demands, and deals with frequent changes, interruptions, delays, difficult situations, or unexpected events with aplomb.
• Ability to independently conduct research and produce complex reports and presentations.
• Develops and maintains knowledge of department policies, procedures and guidelines, general College information, and department contacts.
• Ability to supervise and coordinate the work of student or temporary employees when needed.
• Ability to work with budgets. Ability to monitor and report on departmental accounts. Strong arithmetic skills and basic accounting knowledge.
• During temporary remote work:
  • Must have access to reliable and secure computer and internet connection. Must maintain password protection for work files and records and ensure that no one else has access to password and login credentials at remote work site.
  • Must have access to a dedicated and suitable workstation at remote location, including desk or table and supporting, upright chair. Must ensure workstation is safe and free from hazards.

 

Supervisory Responsibility : Supervise Sr. Administrative Coordinator Academic Affairs, students and other employees as needed.

 

Time Type: 12-months

 

Work Schedule :  This is a full-time, exempt-level position working 12 months per year. The regular hours for this position are 8:00 am to 5:00 pm, Monday through Friday.  These hours may vary due to needs of the College or department. May occasionally be required to work evenings and weekends as needed.

 

Work Model : Hybrid (4 days in the office)

 

Compensation :  Budgeted Salary range $68,000-70,000 per year

 

Physical Requirements: This is generally a sedentary position. Must be able to sit and operate a computer for prolonged periods of time. Mobility to work in a standard office setting and use standard office equipment. Must be able to communicate in person and over the telephone. Must be able to read printed materials and a computer screen. Must be able to assist with the set-up and tear-down of event tables, signage and other materials, including reaching overhead, grasping, pulling, pushing, stooping, bending, and twisting.

 

Instructions:  Only qualified applicants please.

Application Materials: Upload the following materials to complete your application:

• Cover Letter :  Indicate your reason for interest in this position, describe how your qualifications make you an ideal candidate, and explain which of Pitzer’s core values best relates to your own. 
• Resume : List relevant qualifications and dates of experience.
• Professional References : References will be contacted for select applicants and advance notice will be provided. Provide the names of at least three (3) individuals who can speak to your professional qualifications. Include their business titles, contact information and an indication of how you are acquainted with them (e.g., former supervisor, coworker, etc.).

 

 

 

Basic Qualifications :  A combination of relevant and demonstrable professional experience, education, and training providing the required knowledge, skills and abilities. Must have five (5) years of work experience providing administrative support to an executive position and/or managing an office. Must have experience working in a high-pressure environment. Supervisory experience is desirable

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About Pitzer College
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.
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