Executive Assistant to the Dean

Summary

Position Title

Executive Assistant to the Dean

Department

College of Arts & Sciences- COAS

Status

Full Time/Non-Exempt

Position Summary

The Executive Assistant to the Dean provides direct support to the Dean. This position is a front-line customer service-oriented job in addition to the daily management of the office. Minimum of 2 to 3 years of related experience with proven administrative skills; ability to manage multiple issues with a capacity to prioritize responsibilities and manage to deadlines: able to work with confidential information with discretion. Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, professionalism and organizational skills required. Advanced skill in Microsoft Word, Excel. PowerPoint, SharePoint, Access, and Outlook necessary. Proactive and independent approach to work; team player with a strong sense of ownership needed. Demonstrated ability to focus on details with accuracy.

Essential Job Duties

  • Maintains a large filing system, including electronic files on all full-time and part-time faculty in the COAS and follows up on missing items;
  • Multitasks and prioritizes;
  • Handles confidential information and uses the highest discretion regarding sensitive matters;
  • Maintains the daily calendar for the Dean, schedules meetings and appointments;
  • Creates/prepares correspondence, letters, memoranda's, speeches, reports, graphs, spreadsheets, and database in MS Office: Word Excel, PowerPoint, SharePoint, Access and Outlook;
  • Organizes and prepares for meetings and events hosted by the Dean's office; Assists students, staff and administration, assists outside community. Responsible for 3 phones and distribution of the mail incoming and outgoing;
  • Works with little supervision;
  • Receives and reviews for accuracy routine paperwork for Dean's approval and routes to appropriate offices:
  • Verifies payroll requests for faculty and reviews for accuracy:
  • Maintains budget records, tracks expenditures, verifies that funds are available in department budget prior to processing payments;
  • Makes travel arrangements as needed for conferences and meetings and process expenses;
  • Represents the Dean’s office in a professional manner to all constituencies;
  • Maintains records of faculty development awards and notifies faculty of those awards;
  • The Executive Assistant to the Dean is responsible for updating the COAS web and social media as needed;
  • The Executive Assistant to the Dean provides secondary support for Experiential Learning and Service-Learning;
  • Processes stipend and liability paperwork for Experiential Learning and Service-Learning;
  • Performs other duties as assigned

Special Skills

  • Excellent writing skills;
  • Excellent critical thinking skills;
  • Ability to use discretionary judgement;
  • Excellent oral communication skills;
  • Excellent computer skills, with proficiency in MS Office Suite, Access, Outlook and SharePoint;
  • Excellent problem-solving abilities;
  • Excellent time management skills;
  • Clear, correct and effective communication using the English language; The ability to respond in a timely and welcoming manner

Work Conditions

  • Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings
  • Standard work hours 8:30 AM to 5pm, Monday — Friday
  • Some nights and weekends may be required
  • Incumbent will be exposed to frequent noise caused by telephones and office machines

Physical Requirements

  • Must be able to lift and carry equipment and supplies weighing up to 40 pounds
  • Must be able to bend, stoop and reach
  • Must be able to sit or stand for extended periods of time
  • Manual dexterity to efficiently operate a computer keyboard and other business machines
  • Near vision sufficient to read written communications and computer display screens
  • Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

  • High School diploma; some college preferred

Minimum Work Experience

  • Two to three years' experience as an administrative assistant at the executive level preferred

Preferred Qualifications

  • Experience in an academic environment
  • Good sense of humor

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

Covid Vaccination Information: Faculty and Staff

All Jacksonville University employees who work at any JU facility must be vaccinated against COVID-19.

For more information regarding the JU vaccination policy, please click the link below.

JU Vaccination Policy

To Apply

Interested applicants should submit a copy of their resume, cover letter, list of references, and a completed JU Application to Chris Corbo at coas@ju.edu.