Description of the Position:
Executive Assistant and Faculty Liaison, the Executive Assistant, works directly with the Dean to effectively pursue the Dean’s agenda and manage the operations of the Dean’s Office and the Academic Office. Working closely with faculty, they will operate with a deep understanding of the academic role and process both internally and externally to the Union community.
Duties/Responsibilities:
The Executive Assistant works directly with the Dean to effectively pursue the Dean’s agenda and manage the operations of the Dean’s Office and the Academic Office, including:
• Organize the Dean’s schedule and set priorities for daily, weekly, and long-term goals.
• Manage communications and correspondence with an eye for relationships and outcomes.
• Support the Dean in carrying out the mission and vision of the school.
• Meet once a week to plan and prioritize the Dean’s agenda.
• Carry out administrative and operational functions of the Dean’s Office.
• Attend Academic Office meetings and selected meetings to facilitate follow-up and action.
• Staff faculty meetings, faculty committee meetings, academic office meetings, Educational Policy Committee meetings of the Board, and other meetings as assigned. Prepare the agenda, take and maintain minutes for these assigned meetings. Maintain related documentation, including organizing all official Faculty records, within the Union’s electronic and paper archives
• In close collaboration with the Assistant Dean of Academic Administration, maintain the faculty governance calendar.
• Manage Academic Office budget and file all accounting paperwork for credit cards, expenses, and reimbursements.
• Create and send weekly Faculty Newsletter.
• Schedule mid-program reviews with faculty, staff, and students.
• Manage faculty reports and faculty syllabi collection.
• Prepare appointment letters for adjunct and visiting faculty, personnel action forms, keep track of the onboarding process
• Liaise with faculty around faculty events, providing support.
• Manage processes for visiting scholars/faculty, including the J-1 process.
• Routes incoming mail and telephone calls to appropriate offices.
• Special projects, as assigned
• Works some evenings and weekend hours.
KNOWLEDGE/SKILLS/ABILITIES:
Writing skills: Excellent planning, organization and interpersonal and communication skills are essential. Ability to write correspondence, minutes, and to present information effectively and respond to questions from groups of faculties, administrators, board members, students and the general public in person and on the telephone are necessary.
Budget skills: Ability to maintain Dean’s budget accounts and perform other bookkeeping tasks, such as reports and reimbursements, is essential.
Other skills and abilities: Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Google Suite (Drive, Docs, Sheets, Forms), business operations and communication software (such as Calendly, Dropbox, Doodle, SurveyMonkey, Formstack, Mailchimp, and Zoom—or similar tools), excellent proofreading and editing of correspondence.
Required Qualifications:
Must have an appreciation and understanding of the intellectual, spiritual, social, and political culture of a progressive, increasingly interreligious theological school. Must understand the faculty culture and governance and be able to work closely with faculty. Comfort with email technology and business operations software. Must enjoy working at a high-energy, high-motivational level, and demonstrate excellent customer service skills. Ability to solve practical problems and deal with a variety of variables is essential. Must exhibit mature judgment and proven decision-making skills: to prioritize multiple tasks and respond to changes in scheduling with flexibility; to maintain confidentiality; to respond to sensitive information, crises or conflict situations effectively; and to work collaboratively across all offices and departments. The person selected will possess a professional and personal demeanor that elicits trust and confidence from other employees, staff and trustees.
Education and/or experience: Bachelor’s degree from an accredited four-year college or university, or an associate’s degree and/or combination of four years’ experience and education. Familiarity with higher education, church-related agencies or other foundations, non-profit or philanthropic organizations preferred. The capacity to manage dynamic and shifting responsibilities with flexibility and calm is crucial.
Pay Rate: $76,000 annually
Weekly Hours: 35
Position Status: Full-Time
Union Status: Yes - Local 2110
