Executive Assistant to the Dean - University of Rochester

GENERAL PURPOSE: The Executive Assistant to the Warner School Dean provides high-level administrative and operational support to the Dean of the Warner School of Education and Human Development. Serves as the primary point of contact for internal and external constituencies, manages daily operations, coordinates meetings and events, facilitates communication, and handles various administrative tasks to ensure the smooth functioning of the Dean's office. Ability to work both independently and as part of a team in an executive-level setting requiring initiative, strong organization, flexibility and the prioritization of multiple demands. **SPECIFIC RESPONSIBILITIES:** **Executive Support to the Dean** + Provide high level confidential support to the Dean working independently to perform the essential duties of the position and maintains liaison between the Dean's Office and other offices within the School and University. + Create relationships with internal and external constituents providing a bridge for smooth communication. + Work closely and effectively with the Dean to keep them informed of upcoming commitments and responsibilities and to follow-up appropriately. + Manage, prioritize, and follow-up on incoming issues and concerns addressed to the Dean, including those of a sensitive or confidential nature. Identify issues requiring the Dean’s direct attention and re-direct others that can be addressed or facilitated by others on the Dean’s behalf. Determine appropriate course of action, referral, or response. **Information Management** + Optimize a dynamic, demanding, and complex executive calendar through sound judgement based on the full range of commitments, obligations and initiatives, while being keen to avoid over commitment; including scheduling appointments with faculty, staff, students, University leadership, donors and other stakeholders. Troubleshoot and resolve scheduling conflicts and communicate final schedule to the Dean. + Direct administrative activities for the Dean’s office including coordinating and scheduling meetings and travel, conferences and events, arranging venues, logistics, and procuring necessary materials. + Assist with presentation, report and document preparation, as well as communications via print, email, or other methods for various audiences including faculty, staff, students, senior leadership and donors. + Maintain confidential records, files, and databases relevant to the Dean's responsibilities. + Draft and disseminate communications on behalf of the Dean’s office. **Coordination of meetings and Special Events** Direct, plan, coordinate and implement special and school wide events, including the following: + Annual Retreat for all Warner faculty and staff + Annual Holiday Celebration for all Warner faculty and staff + National Council and Dean’s Advisory Council work with Warner Advancement to facilitate events + Meliora Weekend work with UR and Warner Advancement to facilitate Meliora events + Various Donor and Alumni Events as ambassador for Dean’s Office in conjunction with the UR and Warner Advancement Team which includes Donor Functions, Donor Acknowledgment for high-end donors for Dean and any special events. + Schedule, and arrange logistics for staff and senior staff meetings. **Finance and Administration** + Directs expenditures from the Dean’s Office accounts. Coordinates various purchases for the Dean’s suite and special events with other school departments. + Understands and upholds UR’s administrative and financial policies. + Maages appointment process for new (adjunct) faculty, including payroll forms, contracts and intriduction to department policies. + Supports onboarding/offboarding processes for faculty and staff. + Time and labor submissions for faculty, staff, and students **Building Operations** Directs and coordinates administrative tasks for the Dean’s Office and Warner School including: + Oversee and direct building management of LeChase Hall; ensuring safety, functionality and assignments of space to faculty, staff and students. This work requires coordination with several unveristy offices and interfaces with all employees assigned to LeChase Hall. + Excercise independent judgement based on an understanding of policies, and strategic priorities and goals for school-wide purchases of equipment and resources. Other duties as requested by the Dean and/or Assocciate Deans **REQUIREMENTS:** Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations. **How To Apply** All applicants must apply online. _EOE Minorities/Females/Protected Veterans/Disabled_ **Pay Range** Pay Range: $ 20.00 - $ 38.46 Hourly _The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._ **Location:** Warner Grad School Education **Full/Part Time:** Full-Time **Opening:** Full Time 40 hours Grade 052 Warner School of Education