Job Overview

The College of Engineering and Applied Science is looking for a full-time, 100% FTE Executive Staff Assistant. Under the general supervision of the Associate Dean of Inclusive Excellence and Community Engagement (IECE), the Executive Staff Assistant will assist in the planning and coordination of administrative and operational activities for the Associate Dean of IECE and the IECE Office. The chosen candidate is expected to be a self-starter, capable of working with minimal supervision, interpreting policies, solving problems, improving processes, and developing standardization for repetitive assignments. The candidate must have a passion for learning new applications, approaches, and methodologies to bring efficiency and minimize waste in the workplace. Confidentiality and discretion are paramount in this role.

Essential Functions

Assist with normal departmental administrative and operational activities for the Associate Dean of IECE and the IECE Office, including but not limited to:

Administrative Support

•     Calendar Management: Schedule and manage appointments, meetings, and conferences.
•     Correspondence: Draft, review, and send communications.
•     Document Preparation: Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software.
•     File Management: Maintain an organized system of physical and electronic files.
•     Data Entry and Management: Enter, update, and retrieve information from various systems and databases.
•     University Policy: Support the Associate Dean with policy interpretation and applying in operations of IECE office.

Meeting and Event Coordination

•     Meeting Preparation: Prepare agendas, coordinate meeting logistics, and ensure all necessary materials are available.
•     Event Planning: Plan and coordinate college wide events, which could include faculty and staff meetings, orientations, seminars and speakers, and other functions.
•     Travel: Organize and book travel for the Associate Dean and others as needed, including overseeing concur and expense management.

Communication and Liaison

•     Phone and Email Management: Screen and direct incoming calls and emails, and assist with communications.
•     Visitor Coordination: Greet and assist students and visitors, ensuring they are directed to the appropriate staff.

Project Management

•     Project Support: Assist in the planning, coordination, and execution of projects, ensuring deadlines are met.
•     Research: Conduct research and/or compile data to support decision-making processes.
•     Problem Solving: Address and resolve administrative support issues as they arise.

Financial and Budgetary Support

•     Expense Reporting: Prepare, submit, and track expense reports in Concur.
•     Budget Assistance: Help coordinate and compile budgets, including tracking expenditures and reconciling accounts.
•     Purchasing: Understand and follow University purchasing policy and procedures to ensure operations run smoothly and events go as planned.

Confidentiality and Discretion

•     Information Management: Handle sensitive information with confidentiality and discretion.
•     Executive Support: Provide support on confidential matters and maintain confidentiality.

Office Management

•     Supplies Management: Order and maintain office supplies.
•     Equipment Management: Ensure office equipment is maintained and in good working order.
•     Space Management: Oversee the arrangement of office spaces and ensure a professional environment.

Miscellaneous Duties

•     Ad Hoc Tasks: Perform other related tasks based on departmental need.

Required Education

Bachelor's Degree

Five (5) years of relevant work experience and/or other specialized training can be used in lieu of education requirement

Required Experience

One (1) year of relevant work experience

Additional Qualiications Considered

• Proficient with Microsoft Suite;
• Committed to diversity, equity, and inclusion;
• Accomplished in office management, student and financial records, stewardship, oral and written communication skills, customer relations, teamwork, and organizational skills;
• Time management is required with a good ability to balance the demands of an unpredictable work environment; and
• The ability to communicate with a diverse team will ensure success in the role.

Physical Requirements/Work Environment