Executive Assistant to the Dean and Administrative Assistant, Academic Affairs
PRIMARY POSITION PURPOSE: Provide administrative support to the GTU Dean and assistance to the operational needs of Academic Affairs
This position is hybrid with 2-3 days in the office. The salary range is $69,000 - $73,000.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Attend meetings and prepare minutes in a timely fashion; this includes at least two standing meetings per month, with several other quarterly meetings. These meetings may take place virtually or in the GTU Board Room.
- Send email communications on behalf of the Dean.
- Assist the Dean with phone and email inquiries.
- Update the Dean’s calendar, including in-person meetings, Zoom meetings, scheduled phone calls.
- Prepare and send a monthly e-newsletter, including sending requests for content, designing and formatting, writing, and proofreading.
- Coordinate events, both remote and on campus, for the Dean’s Office including but not limited to the Distinguished Faculty Lecture, Borsch-Rast book prize lecture, Surgit Singh lecture, and the Dean’s Welcome Reception.
- Assist with Academic Affairs events and programs, both remote and on campus.
- Process applications for visiting scholars.
- Manage the consortial faculty list of the GTU and the consortial faculty directory on the GTU website.
- Assist with GTU embedded certificate programs.
- Assist the Associate Dean of students with remote defense scheduling and communications.
- Track defense result forms and communicate results to students and advisory committee.
- Order diplomas and print certificates for graduate students. (Mail to Students).
- Receive documentation for students and their programs.
- Keep all students’ files up to date with exam results, LOA and awards.
- Process cross-registration forms ensuring all are signed before sending to register.
- Other duties and projects as assigned.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferred Education & Experience:
- BA degree
- Experience with digital design (e.g., Adobe Creative Cloud)
Skills & Abilities:
- Excellent customer service, interpersonal, and administrative skills.
- Excellent written communication.
- Adhere to confidentiality policies and protocols.
- Effectively manage multiple projects and priorities with accuracy and attention to detail.
- Highly dependable, punctual, and organized. Flexibility and patience a must.
- Take direction, then complete tasks with minimal supervision.
- English language verbal and written communication skills; ability to proofread own work and that of others.
- Experience with Zoom and other on-line presentation platforms
- High level of computer competency in MS Word, Excel, databases, and design software.