Executive Assistant

Job Summary

Serve as the Executive Assistant to the Dean of the College of Arts and Sciences. Perform advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, skill and knowledge of higher education and academic affairs policies and practices.

This is a Hybrid position, working in person several times a week.

Essential Functions

• Support the Dean with critical and demanding administrative tasks.
• Maintain confidentiality of all University related matters.
• Ensure the Dean is prepared and appropriately supported for trips: arrange travel (domestic and international), prepare itineraries, prepare and organize all background materials in advance.
• Manage the Dean's calendar and schedule to make certain that identified priorities are addressed in a timely fashion, helping to ensure that use of the Dean's time is focused on critical, strategic issues.
• Coordinate scheduling between the Dean and Associate Deans, Committee Chairs, and Directors to ensure timely resolution of critical issues and other matters; facilitate the resolution of pending issues and requests from those parties, ensuring that priority matters are brought to the attention of the Dean.
• Responsible for the organization and management of university standard procedures for the College including the Tenure and Promotion process, Teaching Promotion process, Mid-point Review Process, Sabbaticals, Emeritus Process, Department Reviews, Department Head searches and FAR process.
• Coordinate the process for faculty appointments, reappointments, promotions, and tenure reviews.
• Ensure all documentation is complete and submitted in a timely manner.
• Manage and oversee the Courtesy Appointment process.
• Assist with the development and implementation of faculty policies and procedures, including the annual updates as needed.
• Ensure compliance with University regulations and standards.
• Serve as liaison between external and internal contacts when appropriate.
• Prepare agendas, minutes and memos of understanding.
• Attend meetings for the purpose of support and preparation of minutes.
• Screen and coordinate communications, draft correspondence for the Dean's signature, track and follow up on requests, identifying those of importance which require attention.
• On behalf of the Dean, follow up with appropriate staff and/or faculty to ensure requests and correspondence are responded to on a timely basis; establish tracking/feedback system to ensure issues are recorded, addressed and resolved.
• Handle confidential matters for the Dean as requested, including direct and frequent interactions with the President, Provost, Vice Provosts and Vice Presidents.
• Assist in creating reports, spreadsheets and correspondence by utilizing data/databases related to donors, corporate sponsors, etc.
• Manage the front desk staff in the Dean's Office, including training and supervising Receptionist and student employees and scheduling coverage.
• Perform special projects as directed by the Dean or executive staff, including the review, research, summarization or analysis of information.
• Plan and organize personal matters for the Dean.
• Reconcile Dean's and College's executive staff's purchasing cards.
• Support other executive staff needed.
• Provide support to COAS Leadership, faculty, staff and students as needed.
• Other duties as assigned.

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience.
  
  
  
  • Please review the Equivalency Chart for additional information.
  
  
  
  
• Minimum of 5 years of increasingly responsible administrative/executive assistant experience.
• Experience managing multiple short- and long-term projects.
• Superior judgment in confidential matters.
• Excellent organization and communication skills.
• Ability to work in an accurate, detail-oriented and highly productive manner.
• Ability to balance multiple priorities in a fast-paced environment.
• Ability to work both independently and contribute in every aspect to a team environment.
• Excellent interpersonal skills, with expectation of highly professional level of service.
• Ability to serve as representative of the Dean's office.
• Knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to understand the needs and interests of corporate donors/sponsors in order to develop relationships between them and the College.
• Ability to effectively work with individuals at various levels within an organization including other Deans, Vice Provost & Provost.

Preferred Qualifications

• Knowledge of principles and practices of higher education management.
• Experience supporting executive level staff.
• Experience working in higher education or nonprofit administration.
• Experience supervising employees.
• Experience with Concur, Banner, etc.

Physical Demands

• Typically sitting at a desk/table

Location

• University City - Philadelphia, PA

Additional Information
This position is classified as Exempt, grade L. Compensation for this grade ranges from $62,630.00 - $93,950 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.