USA Jobs
Executive Administrative Assistant to the Dean SOE Dean's Office
USA Jobs, Chicago, Illinois, United States, 60601
Executive Administrative Assistant To The Dean Soe Dean's Office
The Executive Administrative Assistant is a key member of the School of Education leadership team, responsible for managing the administrative functions of the Dean's Office. This role ensures efficient coordination of the Dean's affairs, supports strategic initiatives, and facilitates communication and operations across the School. Essential Duties and Responsibilities: Dean's Office Management Oversees the development and execution of the Dean's master calendar in coordination with other support staff, anticipating conflicts and effectively negotiating competing interests. Manages the administration of the Dean's Office including liaising with the Assistant and Associate Deans, to ensure professional and efficient service to internal stakeholders and guests. Prepares the Dean for meetings and events, and where appropriate may summarize and prepare responses and track action items to ensure responsiveness and closure. Coordinates Dean's office projects and events, including but not limited to supporting the development of donor and partner events and recognition. Ensures organized and productive leadership team meetings with a lens towards raising cross-functional awareness and advancing the SOE's stated vision, mission, and stated priorities. Collaborates with the SOE leadership team to develop organizational systems that improve the efficiency of Dean's office. Strategic and Operational Support Supports functional leaders overseeing Advancement, Alumni, Enrollment, Faculty, Staff, and Student engagement in effectively coordinating and aligning events and agendas. Supports and facilitates SOE procedures that require Dean's review or signature (e.g., faculty reviews, staff reviews, promotion, and tenure). Supports SOE business manager in handling fiscal matters related to the Dean's office (e.g., Procard transactions, purchasing). Coordinates (e.g., hotel reservations, air travel, registration, transfers) professional travel for the SOE Dean, Assistant Dean, and Associate Deans. Manage essential SOE operations such as calendars, personnel file management as well as building systems to support the implementation of SOE -wide policies and procedures. Communications Coordinates or executes, where appropriate, key communications from the Dean's office (e.g., emails, communication listservs, and regular newsletters). Serve as a liaison between the Dean's Office and other campus departments and external partners. Other Responsibilities This a full-time on-campus position. This position will occasionally require evening and weekend work. Work closely with the SOE Faculty Affairs and Business Services Coordinator and provide additional support as needed. Other duties as assigned. Minimum Education and/or Work Experience Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required. Qualifications Skills and Qualifications: Project Management Experience managing cross-functional projects and driving stakeholder decisions. Ability to adapt to changing priorities and emergency situations. Skilled in using technical tools for reporting and communication. Organizational Excellence Strong ability to work independently and manage multiple projects. Demonstrated judgment, discretion, and initiative in overseeing operations. Strategic Communication Ability to craft effective messaging and support cohesive leadership communication. Skilled in identifying optimal communication cadence and channels. Relationship Building Excellent interpersonal skills with tact and professionalism across diverse audiences. Ability to manage confidential tasks with sensitivity and discretion. Clarity and Decision Support Skilled in researching and presenting complex information clearly. Experience creating systems that clarify organizational priorities and progress. Collaboration and Adaptability Effective team member and leader of team-based initiatives. Comfortable in dynamic environments with rapidly shifting needs. Entrepreneurial Mindset Ability to develop and sustain programs and innovations with limited information. Flexible and responsive to evolving priorities of the Dean and School. Computer Skills Demonstrated skill in using Microsoft suite; experience in creating and maintaining databases, experience updating websites (using T4) strongly preferred.
The Executive Administrative Assistant is a key member of the School of Education leadership team, responsible for managing the administrative functions of the Dean's Office. This role ensures efficient coordination of the Dean's affairs, supports strategic initiatives, and facilitates communication and operations across the School. Essential Duties and Responsibilities: Dean's Office Management Oversees the development and execution of the Dean's master calendar in coordination with other support staff, anticipating conflicts and effectively negotiating competing interests. Manages the administration of the Dean's Office including liaising with the Assistant and Associate Deans, to ensure professional and efficient service to internal stakeholders and guests. Prepares the Dean for meetings and events, and where appropriate may summarize and prepare responses and track action items to ensure responsiveness and closure. Coordinates Dean's office projects and events, including but not limited to supporting the development of donor and partner events and recognition. Ensures organized and productive leadership team meetings with a lens towards raising cross-functional awareness and advancing the SOE's stated vision, mission, and stated priorities. Collaborates with the SOE leadership team to develop organizational systems that improve the efficiency of Dean's office. Strategic and Operational Support Supports functional leaders overseeing Advancement, Alumni, Enrollment, Faculty, Staff, and Student engagement in effectively coordinating and aligning events and agendas. Supports and facilitates SOE procedures that require Dean's review or signature (e.g., faculty reviews, staff reviews, promotion, and tenure). Supports SOE business manager in handling fiscal matters related to the Dean's office (e.g., Procard transactions, purchasing). Coordinates (e.g., hotel reservations, air travel, registration, transfers) professional travel for the SOE Dean, Assistant Dean, and Associate Deans. Manage essential SOE operations such as calendars, personnel file management as well as building systems to support the implementation of SOE -wide policies and procedures. Communications Coordinates or executes, where appropriate, key communications from the Dean's office (e.g., emails, communication listservs, and regular newsletters). Serve as a liaison between the Dean's Office and other campus departments and external partners. Other Responsibilities This a full-time on-campus position. This position will occasionally require evening and weekend work. Work closely with the SOE Faculty Affairs and Business Services Coordinator and provide additional support as needed. Other duties as assigned. Minimum Education and/or Work Experience Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required. Qualifications Skills and Qualifications: Project Management Experience managing cross-functional projects and driving stakeholder decisions. Ability to adapt to changing priorities and emergency situations. Skilled in using technical tools for reporting and communication. Organizational Excellence Strong ability to work independently and manage multiple projects. Demonstrated judgment, discretion, and initiative in overseeing operations. Strategic Communication Ability to craft effective messaging and support cohesive leadership communication. Skilled in identifying optimal communication cadence and channels. Relationship Building Excellent interpersonal skills with tact and professionalism across diverse audiences. Ability to manage confidential tasks with sensitivity and discretion. Clarity and Decision Support Skilled in researching and presenting complex information clearly. Experience creating systems that clarify organizational priorities and progress. Collaboration and Adaptability Effective team member and leader of team-based initiatives. Comfortable in dynamic environments with rapidly shifting needs. Entrepreneurial Mindset Ability to develop and sustain programs and innovations with limited information. Flexible and responsive to evolving priorities of the Dean and School. Computer Skills Demonstrated skill in using Microsoft suite; experience in creating and maintaining databases, experience updating websites (using T4) strongly preferred.