Harvey Mudd College
Executive Assistant, Office of the Vice President for Academic Affairs and Dean
Harvey Mudd College, Claremont, California, United States, 91711
Executive Assistant, Office of the Vice President for Academic Affairs and Dean of Faculty
Reporting to the Associate Director for the Office of Academic Affairs, the Executive Assistant is responsible for the administrative functions and services provided by the Office of the Vice President for Academic Affairs and Dean of the Faculty. Duties and responsibilities are varied, confidential in nature and oftentimes require independent judgment. The successful candidate will meet a high standard of professionalism. The Executive Assistant has core essential functions which include managing the Dean's Calendar, managing travel accommodations (including hotel reservations, ground and air transportation). An essential function of this position is to provide administrative support that displays accurate information, accurate data entry, and within a timely manner. An essential function of this position is to effectively and professionally communicate using verbal and written communication methods. Accurate record keeping is an essential function of this position. The Executive Assistant provides support for various working groups and special projects. Duties and Responsibilities: Manage the Dean's calendar and oversee all aspects of the Dean's schedule; monitor internal and external meetings/appointments; schedule rooms, send invitations, track responses, coordinate teleconferences, audio-visual support, and arrange for catering services; confirm scheduled meetings/appointments; track necessary meeting materials. Establish and execute all aspects of the Dean's professional travel itineraries and logistics; make travel arrangements (domestic and international), including hotel reservations, ground transportation, and airline reservations; ensure confirmations. Oversee the Dean of the Faculty Conference Room calendar. In collaboration with the Administrative Coordinator, Events and Special Projects, ensure conference room meetings are set up as requested including audio-visual support, refreshments, etc. Provide calendar support to the Associate Dean of the Faculty as requested. Collaboratively administer efforts between the Dean's Office, the President's Office, the Advancement Office, and other relevant departments as necessary, including communications and other common procedures, to allow for maximum information flow and efficiency. Office Reception and Professional Interaction: Provide reception and telephone service for the office, responding to queries from various constituents and directing them appropriately. Respond independently and promptly to inquiries. Promote cooperative and supportive relationships with a broad range of groups, including trustees, senior administration, friends of the College, faculty, staff, alumni, students, and visitors. Communication and Documents: Manage incoming and outgoing mail and correspondence, redirect as appropriate, and handle sensitive and confidential correspondence. Work closely with the Communications Office to review, proofread, and edit internal and external communications that represent the Dean's Office. Prepare and finalize reports, correspondence, memoranda, agendas, presentations, minutes, and meeting notes. Committee Meetings and Event Support: Provide administrative support to the executive level committees overseen by the Dean of the Faculty, Associate Dean of the Faculty, and Chair of the Faculty. Such committees include but are not limited to: Academic Deans Council, Department Chairs Committee, and Faculty Executive Committee. Assist the Associate Director for the Office of Academic Affairs with preparation for the Academic Affairs Committee of the Board of Trustees meetings and events, including attending the meetings in person, confirming attendance, preparation of presentations and materials, and serve as the recording secretary, producing meeting minutes. Support and serve as backup to the Administrative Coordinator, Events and Special Projects to manage and execute preparations for various committee meetings hosted by academic affairs leadership and campus events hosted by the Dean's Office. Record Keeping and Financial Support: Oversee the Dean's purchase card expenditures and handle reconciliations through HMC's Workday Financials System. Offer routine and general support for budgetary matters in the Office of Academic Affairs, including handling expense reports, travel reimbursements, purchase card reconciliations, and cash/check deposits as needed. Manage the Dean's Office files and records system, ensuring proper maintenance, confidentiality, and discretion for both digital and physical records. Oversee the secure storage and retrieval of archival documents and sensitive information. Special Projects: Provide support for major periodic administrative efforts, such as searches, task forces, strategic planning, and working groups. Provide backup support for the Associate Director, Academic Program Coordinator, and Administrative Coordinator, Events and Special Projects when required, and as requested by the Dean of the Faculty. Other duties as assigned. Required Knowledge, Skills, and Abilities: Calendar Management: Skilled in using Microsoft, Google, and web-based calendar tools for scheduling both individual and group meetings. Technical Proficiency: Work proficiently with Microsoft and Google applications for document preparation, data management, and communication. Working knowledge of Adobe Sign, Wordpress, and Workday Financials software is preferred. Superior Organizational Skills: Effectively organize and prioritize work to meet deadlines, managing multiple tasks in a dynamic environment. Confidentiality: Handle confidential and sensitive information with discretion, maintaining the confidentiality of files and information. Communication Proficiency: Communicate clearly and effectively in writing and verbally, with excellent grammar, spelling, and business writing skills. Interpersonal Skills: Demonstrate personal integrity and interact successfully with diverse groups, including trustees, faculty, staff, students, and other stakeholders. Research and Analysis: Locate, gather, synthesize, and interpret complex information, integrating new knowledge from various sources. Teamwork and Independence: Ability to work collaboratively in a team environment and independently without continuous supervision. Professionalism: Project a professional and polished image in representing the College, demonstrating a positive attitude and strong work ethic. Adaptability: Reliable in handling report materials and adapting to changes in a dynamic work environment. Attention to Detail: Proofread, read, and write legibly, following written and oral instructions accurately. Event Flexibility: Willingness to work some evenings and weekends as required for events and special projects. Institutional Knowledge: Maintain up-to-date knowledge of the College and its policies and procedures. Remote Work Eligibility: Category B: All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the Area Leadership Group (supervisor, area leader and area Cabinet member) and HR, this position is classified as Category B as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Upon approval by the Area Leadership Group and HR, this position requires you to work exclusively on campus during the academic year and up to two remote work day(s) during the non-academic year. Please note these days may vary depending on departmental and College needs. Additionally, remote work is subject to the College's remote work policy. Standard working hours for this position will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position. Required Qualifications: Education: A high school diploma is required, along with relevant education, training and/or experience that demonstrates the necessary knowledge, skills, and abilities for the role. Experience: A minimum of four years' experience in supporting a chief executive or senior leader, with increasing levels of responsibility, preferably in an academic institution. Licenses/Certifications: Possess and maintain a valid driver's license and driving record acceptable to the College's automobile insurance carrier Professional Standards: Foster a Positive Work Environment Adhere to Professional Conduct Attendance and Time Tracking Physical Requirements: While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee
Reporting to the Associate Director for the Office of Academic Affairs, the Executive Assistant is responsible for the administrative functions and services provided by the Office of the Vice President for Academic Affairs and Dean of the Faculty. Duties and responsibilities are varied, confidential in nature and oftentimes require independent judgment. The successful candidate will meet a high standard of professionalism. The Executive Assistant has core essential functions which include managing the Dean's Calendar, managing travel accommodations (including hotel reservations, ground and air transportation). An essential function of this position is to provide administrative support that displays accurate information, accurate data entry, and within a timely manner. An essential function of this position is to effectively and professionally communicate using verbal and written communication methods. Accurate record keeping is an essential function of this position. The Executive Assistant provides support for various working groups and special projects. Duties and Responsibilities: Manage the Dean's calendar and oversee all aspects of the Dean's schedule; monitor internal and external meetings/appointments; schedule rooms, send invitations, track responses, coordinate teleconferences, audio-visual support, and arrange for catering services; confirm scheduled meetings/appointments; track necessary meeting materials. Establish and execute all aspects of the Dean's professional travel itineraries and logistics; make travel arrangements (domestic and international), including hotel reservations, ground transportation, and airline reservations; ensure confirmations. Oversee the Dean of the Faculty Conference Room calendar. In collaboration with the Administrative Coordinator, Events and Special Projects, ensure conference room meetings are set up as requested including audio-visual support, refreshments, etc. Provide calendar support to the Associate Dean of the Faculty as requested. Collaboratively administer efforts between the Dean's Office, the President's Office, the Advancement Office, and other relevant departments as necessary, including communications and other common procedures, to allow for maximum information flow and efficiency. Office Reception and Professional Interaction: Provide reception and telephone service for the office, responding to queries from various constituents and directing them appropriately. Respond independently and promptly to inquiries. Promote cooperative and supportive relationships with a broad range of groups, including trustees, senior administration, friends of the College, faculty, staff, alumni, students, and visitors. Communication and Documents: Manage incoming and outgoing mail and correspondence, redirect as appropriate, and handle sensitive and confidential correspondence. Work closely with the Communications Office to review, proofread, and edit internal and external communications that represent the Dean's Office. Prepare and finalize reports, correspondence, memoranda, agendas, presentations, minutes, and meeting notes. Committee Meetings and Event Support: Provide administrative support to the executive level committees overseen by the Dean of the Faculty, Associate Dean of the Faculty, and Chair of the Faculty. Such committees include but are not limited to: Academic Deans Council, Department Chairs Committee, and Faculty Executive Committee. Assist the Associate Director for the Office of Academic Affairs with preparation for the Academic Affairs Committee of the Board of Trustees meetings and events, including attending the meetings in person, confirming attendance, preparation of presentations and materials, and serve as the recording secretary, producing meeting minutes. Support and serve as backup to the Administrative Coordinator, Events and Special Projects to manage and execute preparations for various committee meetings hosted by academic affairs leadership and campus events hosted by the Dean's Office. Record Keeping and Financial Support: Oversee the Dean's purchase card expenditures and handle reconciliations through HMC's Workday Financials System. Offer routine and general support for budgetary matters in the Office of Academic Affairs, including handling expense reports, travel reimbursements, purchase card reconciliations, and cash/check deposits as needed. Manage the Dean's Office files and records system, ensuring proper maintenance, confidentiality, and discretion for both digital and physical records. Oversee the secure storage and retrieval of archival documents and sensitive information. Special Projects: Provide support for major periodic administrative efforts, such as searches, task forces, strategic planning, and working groups. Provide backup support for the Associate Director, Academic Program Coordinator, and Administrative Coordinator, Events and Special Projects when required, and as requested by the Dean of the Faculty. Other duties as assigned. Required Knowledge, Skills, and Abilities: Calendar Management: Skilled in using Microsoft, Google, and web-based calendar tools for scheduling both individual and group meetings. Technical Proficiency: Work proficiently with Microsoft and Google applications for document preparation, data management, and communication. Working knowledge of Adobe Sign, Wordpress, and Workday Financials software is preferred. Superior Organizational Skills: Effectively organize and prioritize work to meet deadlines, managing multiple tasks in a dynamic environment. Confidentiality: Handle confidential and sensitive information with discretion, maintaining the confidentiality of files and information. Communication Proficiency: Communicate clearly and effectively in writing and verbally, with excellent grammar, spelling, and business writing skills. Interpersonal Skills: Demonstrate personal integrity and interact successfully with diverse groups, including trustees, faculty, staff, students, and other stakeholders. Research and Analysis: Locate, gather, synthesize, and interpret complex information, integrating new knowledge from various sources. Teamwork and Independence: Ability to work collaboratively in a team environment and independently without continuous supervision. Professionalism: Project a professional and polished image in representing the College, demonstrating a positive attitude and strong work ethic. Adaptability: Reliable in handling report materials and adapting to changes in a dynamic work environment. Attention to Detail: Proofread, read, and write legibly, following written and oral instructions accurately. Event Flexibility: Willingness to work some evenings and weekends as required for events and special projects. Institutional Knowledge: Maintain up-to-date knowledge of the College and its policies and procedures. Remote Work Eligibility: Category B: All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day on-campus work period. Based on an evaluation by the Area Leadership Group (supervisor, area leader and area Cabinet member) and HR, this position is classified as Category B as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility (as needed). Upon approval by the Area Leadership Group and HR, this position requires you to work exclusively on campus during the academic year and up to two remote work day(s) during the non-academic year. Please note these days may vary depending on departmental and College needs. Additionally, remote work is subject to the College's remote work policy. Standard working hours for this position will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs. All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position. Required Qualifications: Education: A high school diploma is required, along with relevant education, training and/or experience that demonstrates the necessary knowledge, skills, and abilities for the role. Experience: A minimum of four years' experience in supporting a chief executive or senior leader, with increasing levels of responsibility, preferably in an academic institution. Licenses/Certifications: Possess and maintain a valid driver's license and driving record acceptable to the College's automobile insurance carrier Professional Standards: Foster a Positive Work Environment Adhere to Professional Conduct Attendance and Time Tracking Physical Requirements: While performing the duties of this job, the staff member is regularly required to sit; stand use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee