ASSISTANT TO THE DEAN - MUSIC, THEATRE & DANCE

Provide direct administrative and operational support for the Dean of the School of Music. Facilitate productive relationships between the dean's office and the campus community and serve as liaison with school administration, various groups on campus, and with external constituencies. Manage the Dean's calendar, arrange meetings, and prepare and maintain confidential records, files and documents. Coordinate operational work within the Dean's Office to include planning and prioritizing projects, and coordinating workflow. Serve as the primary contact for individuals contacting the Dean and maintain and ensure the confidentiality of office records and files.

Job Responsibilities:

1. Manage and coordinate the dean's calendar; coordinate meeting schedules, conference calls, and appointments. Arrange detailed travel plans; manage logistics and compile itineraries.
2. Assemble information and develop perspectives for potential responses to questions or suggestions directed to the dean. Respond on behalf of the dean in addressing questions or inquires; draft messages from the dean based on agreed points to be made.
3. Review written and electronic correspondence; provide first level response; initiate communication via telephone, email, and letter.
4. Provide administrative support to the dean; draft letters, memos, reports, proposals, records and other documents.
5. Take part in the execution of communication strategies providing direct assistance to the dean with writing, reviewing and editing various publications, presentations, and with various correspondences. Serve as primary filter for a high volume of confidential information; draft correspondence for the dean's signature; edit letters, reports, records and other related forms from rough draft and correct copy.
6. Coordinate the administrative and operational work within the School of Music Dean's Office to include planning and prioritizing projects, coordinating workflow, delegating a variety of tasks, and communicating project information.
7. Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
8. Provide assistance in the processing of staff hires to include the completion of search and personnel documents, appointment forms and letters, and preparation of support documentation. Maintain all personnel records for the School of Music.
9. Maintain confidential personnel and financial records and files; including files and correspondence for Tenure and Promotion;  prepare significant documents, proposals, and contracts for review and approval by the dean. Maintain an organized, complete and updated paper and electronic filing system for the dean' office.
10. Oversee the planning for special functions and events to include preparation of materials, room reservations, arranging for meals and refreshments, and ensuring proper facility support.

Qualifications:

Associate's degree and a minimum of 3 years' experience providing administrative support for senior level management or the equivalent combination of education and experience; excellent organizational skills, strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; solid working knowledge of various word processing, spreadsheet and database software applications, demonstrated ability to process and maintain sensitive and confidential information and work independently; previous experience maintaining and reconciling office and project budgets and good attention to detail are required. Previous experience working with on-line information systems, on-line corporate calendars and experience working in a college or university setting is preferred.