What are the responsibilities and job description for the Executive Assistant to the Dean position at Adelphi University?
College of Professional and Continuing Studies
JOB SUMMARY:
Reporting directly to the Dean, the Executive Assistant works independently performing a wide range of complex and confidential administrative and clerical support duties. This position requires excellent communication, technology, and interpersonal skills and the ability to provide information and service to a wide range of internal and external contacts. This position is a hybrid remote/Garden City role.
REPORTS TO: Dean
RESPONSIBILITIES & DUTIES:
Department Communications and Customer Service:
Serve as principal administrative contact and liaison with all University constituents (i.e., faculty, students, staff, etc.) and external customers and visitors.
Develop, implement and administer departmental office systems and procedures. Establish office procedures, policies and operations. Interpret and communicate policies and processes.
Gather and analyze information required for administrative reporting. Prepare reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
Maintain a high level of discretion and confidentiality regarding all matters related to the Office of the Dean.
Budgeting, Financial and Transaction Processing:
Oversee the management of the CPCS budget including faculty payroll.
Assist the Dean in creating the annual budget and oversee the budget throughout the subsequent year
Ensure that faculty are paid in a prompt manner and bills and invoices are processed accurately and efficiently.
Monitor budget, including tracking expenditures and providing reports.
Ensure compliance with University accounting, cashiering, audit and other fiscal controls.
Prepare spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts.
Serve as approver for financial transactions representing the department as needed.
Prepare departmental procurement, purchase orders, travel expense reports, check requisitions, and budget transfers as needed.
Technology and Internet:
Use multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technology-based applications.
Conduct internet searches to ascertain data for projects or deliverables for which information may be vague or missing.
Conduct internet searches to ascertain biographical information on alumni, visitors, and guests and compose summary of such materials.
Perform library/research work and summarize findings.
Completion of the Adelphi Technology Competency Certificate Program required within one year of hire.
Administrative Support Services:
Provide a wide range of office administration services to the Dean and the Associate Dean for Professional Programs; assist with complex issues, often of a confidential nature.
Provide a wide range of administrative support services, including: keyboarding, composing and editing correspondence, memoranda, reports, alumni/guest biographies, and presentations. May draft complex communications.
Manage complex calendars; arrange meetings, appointments, etc.
Maintain the calendar of the Dean and Associate Dean; ensure they adhere to their daily schedule by actively monitoring the length of meetings and providing a time warning in advance of meeting end times if necessary.
Be responsive to fluctuating office demands; determine when to interrupt meetings and re-prioritize in response to unexpected/changing circumstances; prioritize and reschedule conflicting events and meetings as needed or as requested by the Dean.
Review, assess, route, answer and monitor follow-up action steps on correspondence.
Coordinate travel arrangements and process travel reimbursement documentation.
Prepare detailed itinerary for travel and conferences.
Coordinate events, including conferences, seminars, and colloquia.
Organize and manage event and conference details, including reserving space, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
Prepare and/or collect materials in advance for conferences, meetings, etc.
Coordinate and manage files and priorities related to faculty recruitment, reappointment, tenure, promotion, and other faculty reviews.
Where appropriate, coordinate with and support Unit Peer Review Committee(s) and Chair(s) to ensure that faculty reviews are received and reviewed by the Dean in a timely manner and in compliance with all appropriate processes.
Ensure new hires are granted appropriate permissions and access University-wide; secure access to information systems such as REQ and DNS, if appropriate; verify updates to phone directory and website.
Maintain confidential and/or personnel records.
Assist with interviewing for staff positions.
Create and maintain filing system(s).
Greet and direct students and visitors.
Answer, screen, and route phone calls, mail and e-mail messages; may handle wide-range information dissemination.
Take and transcribe minutes of conferences and meetings.
Other:
Purchase and maintain inventory of supplies for office.
Assist in training, scheduling, and distributing work of students or temporary staff.
Perform other job-related duties as assigned.
Additional Duties:
Undertake special projects at the request of the Dean and Associate Dean, e.g. targeted market research, benchmarking studies, administering surveys of students, faculty and alumni, writing draft copy for marketing collateral.
Provide operational support for non-degree programs under the Associate Dean for Professional Programs, including:
Maintain the course registration system (Xenegrade) to include accurate workshop descriptions, dates, and pricing and generating enrollment reports from within Xenegrade.
Maintain the digital credentialing system (Accredible), including creating new badges and certificates, issuing badges and certificates to participants, and generating reports from within Accredible.
Respond to inquiries from individuals who wish to enroll in non-degree programs.
REQUIREMENTS (Knowledge, Skills and Abilities):
Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools (i.e., Windows, Microsoft Word, Excel, administrative systems and email).
Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
Ability to work across teams and with a variety of constituencies.
Ability formulating and managing within a budget.
Strong ability to meet multiple deadlines and prioritize workload according to volume, urgency, etc.
Strong organization skills and attention to detail.
Strong ability to handle multiple tasks effectively and accurately.
Strong ability to be discrete and maintain high confidentiality on a wide range of issues.
Strong oral and writing skills.
Knowledge of University policies and procedures.
PHYSICAL REQUIREMENTS:
Ability to sit at a desk for long periods of time.
Ability to work on a computer for long periods of time.
Ability to open drawers and file paperwork.
EDUCATIONAL/EXPERIENCE REQUIREMENTS:
High School diploma is required.
Associate's degree in Business or Secretarial skills is preferred.
Bachelor's degree is preferred.
Four years of secretarial/office skills are required.
POSITION(S) SUPERVISED:
Student Employees.
Hourly support staff as needed.
ABOUT ADELPHI:
Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four-Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
JOB SUMMARY:
Reporting directly to the Dean, the Executive Assistant works independently performing a wide range of complex and confidential administrative and clerical support duties. This position requires excellent communication, technology, and interpersonal skills and the ability to provide information and service to a wide range of internal and external contacts. This position is a hybrid remote/Garden City role.
REPORTS TO: Dean
RESPONSIBILITIES & DUTIES:
Department Communications and Customer Service:
Serve as principal administrative contact and liaison with all University constituents (i.e., faculty, students, staff, etc.) and external customers and visitors.
Develop, implement and administer departmental office systems and procedures. Establish office procedures, policies and operations. Interpret and communicate policies and processes.
Gather and analyze information required for administrative reporting. Prepare reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.
Maintain a high level of discretion and confidentiality regarding all matters related to the Office of the Dean.
Budgeting, Financial and Transaction Processing:
Oversee the management of the CPCS budget including faculty payroll.
Assist the Dean in creating the annual budget and oversee the budget throughout the subsequent year
Ensure that faculty are paid in a prompt manner and bills and invoices are processed accurately and efficiently.
Monitor budget, including tracking expenditures and providing reports.
Ensure compliance with University accounting, cashiering, audit and other fiscal controls.
Prepare spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts.
Serve as approver for financial transactions representing the department as needed.
Prepare departmental procurement, purchase orders, travel expense reports, check requisitions, and budget transfers as needed.
Technology and Internet:
Use multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technology-based applications.
Conduct internet searches to ascertain data for projects or deliverables for which information may be vague or missing.
Conduct internet searches to ascertain biographical information on alumni, visitors, and guests and compose summary of such materials.
Perform library/research work and summarize findings.
Completion of the Adelphi Technology Competency Certificate Program required within one year of hire.
Administrative Support Services:
Provide a wide range of office administration services to the Dean and the Associate Dean for Professional Programs; assist with complex issues, often of a confidential nature.
Provide a wide range of administrative support services, including: keyboarding, composing and editing correspondence, memoranda, reports, alumni/guest biographies, and presentations. May draft complex communications.
Manage complex calendars; arrange meetings, appointments, etc.
Maintain the calendar of the Dean and Associate Dean; ensure they adhere to their daily schedule by actively monitoring the length of meetings and providing a time warning in advance of meeting end times if necessary.
Be responsive to fluctuating office demands; determine when to interrupt meetings and re-prioritize in response to unexpected/changing circumstances; prioritize and reschedule conflicting events and meetings as needed or as requested by the Dean.
Review, assess, route, answer and monitor follow-up action steps on correspondence.
Coordinate travel arrangements and process travel reimbursement documentation.
Prepare detailed itinerary for travel and conferences.
Coordinate events, including conferences, seminars, and colloquia.
Organize and manage event and conference details, including reserving space, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc.
Prepare and/or collect materials in advance for conferences, meetings, etc.
Coordinate and manage files and priorities related to faculty recruitment, reappointment, tenure, promotion, and other faculty reviews.
Where appropriate, coordinate with and support Unit Peer Review Committee(s) and Chair(s) to ensure that faculty reviews are received and reviewed by the Dean in a timely manner and in compliance with all appropriate processes.
Ensure new hires are granted appropriate permissions and access University-wide; secure access to information systems such as REQ and DNS, if appropriate; verify updates to phone directory and website.
Maintain confidential and/or personnel records.
Assist with interviewing for staff positions.
Create and maintain filing system(s).
Greet and direct students and visitors.
Answer, screen, and route phone calls, mail and e-mail messages; may handle wide-range information dissemination.
Take and transcribe minutes of conferences and meetings.
Other:
Purchase and maintain inventory of supplies for office.
Assist in training, scheduling, and distributing work of students or temporary staff.
Perform other job-related duties as assigned.
Additional Duties:
Undertake special projects at the request of the Dean and Associate Dean, e.g. targeted market research, benchmarking studies, administering surveys of students, faculty and alumni, writing draft copy for marketing collateral.
Provide operational support for non-degree programs under the Associate Dean for Professional Programs, including:
Maintain the course registration system (Xenegrade) to include accurate workshop descriptions, dates, and pricing and generating enrollment reports from within Xenegrade.
Maintain the digital credentialing system (Accredible), including creating new badges and certificates, issuing badges and certificates to participants, and generating reports from within Accredible.
Respond to inquiries from individuals who wish to enroll in non-degree programs.
REQUIREMENTS (Knowledge, Skills and Abilities):
Solid working knowledge of office processes and business policy development, and of related computer software and electronic communications tools (i.e., Windows, Microsoft Word, Excel, administrative systems and email).
Proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy.
Ability to work across teams and with a variety of constituencies.
Ability formulating and managing within a budget.
Strong ability to meet multiple deadlines and prioritize workload according to volume, urgency, etc.
Strong organization skills and attention to detail.
Strong ability to handle multiple tasks effectively and accurately.
Strong ability to be discrete and maintain high confidentiality on a wide range of issues.
Strong oral and writing skills.
Knowledge of University policies and procedures.
PHYSICAL REQUIREMENTS:
Ability to sit at a desk for long periods of time.
Ability to work on a computer for long periods of time.
Ability to open drawers and file paperwork.
EDUCATIONAL/EXPERIENCE REQUIREMENTS:
High School diploma is required.
Associate's degree in Business or Secretarial skills is preferred.
Bachelor's degree is preferred.
Four years of secretarial/office skills are required.
POSITION(S) SUPERVISED:
Student Employees.
Hourly support staff as needed.
ABOUT ADELPHI:
Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four-Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
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