Executive Assistant To The Dean Of Students

Bucknell University - Ithaca, NY

Part-time,Full-time - Entry Level

Ithaca, NY

Educational Services

About the position

The Executive Assistant to the Dean of Students at Bucknell University plays a crucial role in providing high-level administrative, technical, and project support to the Dean of Students and the Dean of Students Office. This position is essential for sustaining the operations of the Dean's office in a detailed, confidential, and responsible manner. The Executive Assistant will also extend administrative support to the Associate Dean for Health, Wellness, and Conduct, as well as other team members within the office. The role demands a motivated individual capable of managing multiple competing priorities and working autonomously. The Executive Assistant must prioritize tasks effectively and handle highly confidential materials with discretion and care. This position requires independent judgment on matters related to the Dean of Students, operating from a student-centered perspective while managing sensitive information with empathy. The Executive Assistant will be responsible for managing and leading all aspects of confidential and complex actions and projects on behalf of the Dean of Students and other team members. This includes overseeing the operations of the office, managing workflow, preparing confidential documents related to student conduct, and coordinating calendars and travel logistics. The role also involves assisting in the development or revision of student policies and procedures, conducting problem-solving and fact-finding, and performing data collection and analysis. The Executive Assistant will support special events planning and ensure timely communication with various constituents, including students, parents, faculty, and alumni. Additionally, the position requires taking and maintaining minutes during executive meetings and following up on outstanding issues. In this role, the Executive Assistant will triage and manage communications regarding student matters, responding to inquiries from students, parents, faculty, and external agencies while adhering to applicable laws related to student records. The position also involves coordinating the Food Pantry and Emergency Funding communications, tracking professional development budgets, and monitoring office building conditions. The Executive Assistant will develop, implement, and assess office systems and procedures, providing oversight to projects and ensuring efficient problem-solving. This is a full-time, 12-month position based in Lewisburg, Pennsylvania, requiring some evening work as needed.

Responsibilities

• Manage and lead all aspects of confidential and complex actions and projects on behalf of the Dean of Students and other team members.
• Prepare confidential documents related to student conduct and manage calendars and travel logistics for the Dean and Associate Dean.
• Assist in student policy/procedure development or revision, problem-solving, fact-finding, and background research.
• Conduct data collection and analysis, support special events planning, and ensure timely correspondence with various constituents.
• Triage, manage, and direct phone calls and email communication regarding student matters, involving highly sensitive information.
• Coordinate the Food Pantry and Emergency Funding communications and logistics in conjunction with the Dean.
• Track professional development budget and applications for travel support.
• Monitor Student Affairs office building conditions and place work orders for maintenance issues.
• Communicate and schedule community conduct board panels for student conduct cases and manage the student conduct inbox.
• Develop, implement, and assess office systems and procedures, providing oversight to projects.

Requirements

• Associates Degree plus three years of professional experience in higher education or similar institutions, or five years of relevant experience in lieu of the degree.
• One year of experience providing confidential executive support for a department head, dean, or equivalent executive.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint) and Outlook for email and calendaring.
• Excellent time management and creative problem-solving skills with the ability to manage multiple priorities and meet deadlines.
• Excellent interpersonal, written, and oral communication skills.
• Cultural competency with the ability to work well with diverse faculty, staff, and students.

Nice-to-haves

• Bachelors Degree
• Demonstrated ability to maintain strict confidentiality and exercise good judgment in all duties.
• Commitment to creating a student-centered office environment that is inclusive and welcoming.
• Proficiency with quantitative data and knowledge of financial processes.
• Proven ability to work on multiple projects simultaneously in a deadline-driven environment.
• Ability to relate tactfully and diplomatically to a wide range of constituencies.

Benefits

• Flexible scheduling options determined by role
• Medical, prescription drug, vision, dental, life, and long-term disability insurance options
• 10% employer contribution to retirement plan
• Generous paid time off including vacation, sick time, and 19 paid holidays
• Tuition remission for employees and their families
• Comprehensive employee wellness program
• Parental leave and employee assistance program
• Fitness center membership