Executive Assistant to the Dean of the College of Arts and Humanities

Eastern University - Chesterbrook, PA

Full-time

Chesterbrook, PA

Educational Services

About the position

The Executive Assistant to the Dean of the College of Arts and Humanities at Eastern University plays a crucial role in ensuring the smooth operation of the Dean's office. This position is responsible for maintaining a positive image of the office and providing accurate and helpful information to all callers and visitors, particularly students and faculty. The Executive Assistant will provide general administrative support, plan and schedule meetings, and maintain the overall efficiency of the office. This role serves as the immediate point of contact for the College of Arts and Humanities (CAH) with the university community and external constituents, making it essential for the Executive Assistant to demonstrate professionalism and effective communication skills. In addition to general administrative duties, the Executive Assistant will coordinate a variety of services related to the office, including records management, student employment, human resource administration, and special projects. The position requires a proactive approach to managing the Dean's calendar, scheduling appointments, and ensuring that all necessary documentation is prepared and archived appropriately. The Executive Assistant will also be involved in monitoring and supporting faculty handbook policies, coordinating CAH events and programs, and managing financial documentation such as invoices and credit card reconciliations. The ideal candidate will possess strong organizational skills, the ability to work in a fast-paced environment, and a commitment to the mission and values of Eastern University. This role requires a collaborative ethos and the ability to treat all members of the campus community with fairness, dignity, and respect. The Executive Assistant will also be expected to demonstrate sound fiscal management and decision-making skills in all activities related to program development, human resources, and budget allocations.

Responsibilities

• Coordinates the daily operation of the Dean's office, its systems, procedures, schedules, and workflow.
• Assists the Dean in monitoring and supporting faculty handbook policies for the promotion, tenure, and faith and learning papers process.
• Coordinates and arranges meetings, prepares the agendas, reserves facilities, and records and circulates minutes of meetings when requested.
• Attends CAH and EU meetings and events as required.
• Coordinates CAH events and programs for which the Dean has responsibility.
• Supports the Dean with institutional responsibilities that are external to CAH and the University.
• Supervises and maintains faculty files and faculty information for the Dean.
• Demonstrates sound fiscal management and empirically-based decision making in all activities, including but not limited to program development, human resources, budget allocations, and facilities planning.
• Maintains the supervisor's calendar, schedules appointments, and all regular meetings with direct reports and teams in the designated areas.
• Attends meetings with supervisor when requested.
• Manages invoices, credit card reconciliations, and all financial and administrative documentation as needed by supervisor.
• Prepares correspondence, reports, and documents as authorized by supervisor.
• Receives and archives faculty reports as per the faculty handbook, such as Professional Activity Reports and Development Plans.
• Receives and screens incoming telephone calls in a professional manner, problem solving as needed.
• Handles all correspondence to and from the Dean, sorting and reading incoming correspondence and determining disposition.
• Composes and distributes outgoing communications.
• Organizes and maintains general and confidential files, including correspondence, official documents, and financial reports.
• Tracks college spending by department and cost center.
• Prepares administrative reports as necessary, assembling and distributing appropriate reports, analyses, and forms as necessary.
• Receives and prepares documents for the Dean's signature, including Adjunct Hiring forms, Employee Reimbursements, and Supplemental Employee Compensation forms.
• Processes and tracks Faculty Development Grant applications.
• Performs other duties as assigned.

Requirements

• Bachelor's degree is preferred.
• Ability to respond to potential conflict positively resulting in a win-win scenario.
• Ability to work in a fast-paced environment and perform as a team player with a strong customer service orientation.
• Affirms and lives out Eastern's mission of faith, reason, and justice.
• Analytical capacity to generate and use data to inform strategies and tactics.
• Exercises sound and timely judgment.
• Is a team player with a collaborative ethos and style.
• Is spiritually mature and emotionally intelligent.
• Treats each member of the campus community with fairness, dignity and respect.
• Demonstrated capacity for integrity, honesty, and principled behavior.
• Current valid driver's license or adequate means of transportation.
• Computer literacy (Google Docs, Forms, Sheets).
• Keen attention to detail.
• Adequate listening, verbal, and written communication skills.
• Adequate typing skills (minimum 50 words per minute).
• Competence in Desktop Software (MS Word, Excel, Powerpoint, Email, etc.).
• Excellent listening, verbal, and written communication skills.
• Proven ability to coordinate multiple tasks and independently establish priorities to attain goals.
• Comfortable with using and managing electronic mail.