Executive Assistant to the Academic Deans
DESCRIPTION OF JOB:
Assist the Provost/Vice President for Academic Affairs and College Deans in the administration of academic affairs.
Responsibilities:
ESSENTIAL JOB FUNCTIONS
- Office Management – first line of response for day-to-day operations (receive, relay, respond to visitors, relay messages and reports): coordinate appointments and calendars; supervise filing system; recruits, hires, trains, supervises and evaluates work study students; and orders supplies.
- Academic Support –processes and maintains faculty files; keeps appropriate records and generates data as schedules, faculty teaching loads, release time, and syllabi: manage the documentation and coordinates processes for faculty hires, promotions, and tenure, faculty and staff evaluations, awards, honorary degree nominations, graduations and faculty and staff recognition. Assist with preparation of faculty contracts for each teaching session and semester and annual contracts (part-time, overloads, and addenda). Assists with commencement ceremonies and Semester Awards and probation/dismissals/appeals for students.
- Assistant to the Provost –will assist the Executive Assistant in tasks for the VP in their activities: calendar management, proof and print correspondence; helps in preparation of January & August seminar days; serve as needed as recording secretary at Committee meetings of the Board; manages and coordinates regular direct-report meetings.
- Assistant to School Deans –Assists the Deans in their activities, including coordinating record-keeping and follow-up as needed for student placements, meetings, and communications from the Deans’ offices; organizing information on programs and enrollments; collecting and organizing data for accreditation, and other duties as appropriate. Assists the Deans in their strategic planning initiatives and policy and procedures training and updates. Assists deans with maintaining faculty files and communications across the institution. Provides support to academic departments within the schools as directed by the deans. Assist with special projects as needed and other duties as assigned by the deans.
SECONDARY JOB FUNCTIONS
- Professional Development — Develop self and knowledge of college through learning from on-campus classes, external resources, networking, and maintaining visibility within the college through participation in college meetings, events, College Assembly, August & January Seminars, Staff Association, and committee work.
JOB QUALIFICATIONS
Necessary Education or Work Experience:
- Bachelor’s degree required.
- 3 – 5 years experience as an administrative assistant or coordinator role.
- Experience in an academic environment preferred.
Required Knowledge and Skills:
- Familiarity with academic policies, procedures, and services
- Excellent communication skills, both oral and written
- Excellent interpersonal skills
- Excellent organizational skills and attention to detail
- Advanced computer skills—Microsoft Office Suite
Other Qualifications/Requirements:
- Ability to manage confidential and sensitive matters with diplomacy and tact.
- Ability to manage and prioritize varied and multiple tasks.
- Strong initiative, taking ownership of areas of responsibility.
Other Qualifications:
Edgewood College, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values – truth, compassion, justice, partnership, and community.
Must be authorized to work lawfully in the United States without Employer Sponsorship
How to Apply
Send one PDF document which includes cover letter, resume, and references with a subject line that includes the position code EAAD:
Edgewood College
Human Resources – EAAD
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer