In a team and service-oriented environment, provides executive and organizational support for the Dean of the College, including scheduling, meeting preparation, correspondence, event planning and other out-facing needs. Partners with the Executive Assistants in the office supporting the Associate Deans, especially as concerns faculty and academic staff HR processes and records. EAs will provide back up and cross coverage as needed for the three leadership roles.
Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.
Essential and Related Functions:
Strategic, proactive and anticipatory management of the Dean’s calendar while regularly prioritizing and arranging meetings, conferences and appointments. Anticipates and prepares background materials needed.
Engaging and welcoming as the first point of contact for the Dean of the College Office, ensuring a welcoming experience. Answers telephone & responds to emails, greets visitors, distributes mail, complies with requests for information, forms, etc. Provides accurate and timely verbal and/or written responses to inquiries from students, parents, faculty, the public, W&L employees, vendors, etc., regarding a variety of questions.
Understands the short- and long-term goals and priorities of the office, including the university strategic plan and helps to ensure the Dean’s calendar reflects this when competing priorities arise. Ensures the Dean stays on schedule in a proactive and sensitive manner.
Monitors electronic and hard copy correspondence and assists in prioritization of responses and actions. Proactively researches background information to assist deans in answering questions or concerns.
Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information and provides appropriate information when necessary during periods of Dean unavailability.
Attends meetings and prepares agendas, minutes and status reports as necessary for meetings with the Dean.
Partners and collaborates with the Dean, manages the logistical and administrative functions for the Dean and ensures that activities are executed and supported optimally while anticipating how to make the busyness of the days easier and more fluid for the Dean.
Coordinates travel and hotel arrangements with detailed itineraries for dean, visitors, and academic searches. Prepares travel reimbursements for guest speakers. Coordinates agendas, itineraries, and schedules.
Maintains internal and external marketing and communication initiatives for the Dean of the College in collaboration with the Office of Communications.
Distributes departmental, college and university information relevant to personnel.
Assists and backs up, as needed, with the preparation of tenure and promotion files, search and recruitment tracking, and offer letters while ensuring the Executive Assistant of Academic and Faculty Affairs is kept in the loop of all communications, timing and other aspects that occur within that area.
Collaborates with Assistants to organize meetings, set agendas, invite guest speakers, and prepare presentation materials for various meetings.
Espouses a collegial and collaborative environment, partnering with the executive assistants supporting the two Associate Deans to ensure appropriate staffing levels and office coverage; ensures synergy, cross-training and collaboration. Provides work coverage for the other Assistants, as necessary.
Develops and coordinates office processes and maintenance in coordination with other office team members. Proactively creates, reviews and monitors standard operating procedures and guidelines for areas of responsibility. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel.
Office supply management and ordering for the entire office.
In conjunction with the Dean, develops the brand of each event for meaningful and memorable impact as well as marketing and communication materials in support of the event. Keeps the Dean abreast of events and programs and attends events as necessary to ensure success.
Plans, organizes, schedules and coordinates numerous services, activities, staff and facilities for special events. Understands and manages to event budgets and follows university policies related to alcohol and insurance. Coordinates and plans the logistical aspects associated with these activities, working closely with individuals from across the College and University Reserves facilities (on and off campus), places orders from appropriate vendors, organizes programs, and acquires items needed for events from various sources. As needed, obtains assistance to accomplish tasks. Coordinates all technology needs and logistics for each event with ITS.
Oversees registration and maintains database(s) to track participant details and other event data, as appropriate. Answers attendee questions as necessary.
Coordinates and collects presentation materials. Assists and/or prepares correspondence, reports, presentation materials, and newsletters as necessary to support event. Organizes and prepares notebooks – includes copies of presentations, lists of participants, instructors, restaurants guides, athletic facilities, campus maps, tourism brochures, etc.
Maintains professionalism, integrity and discretion in handling confidential information.
Serves as liaison to other units and support special committees as assigned.
Pursues development opportunities to ensure up to date skills and abilities to ensure strong support and assistance to the Dean.
Other duties as assigned.
Minimum Qualifications: High school diploma required and bachelor’s degree preferred with a minimum of 5 years' of administrative support experience or a combination of experience and education for which similar skills would be acquired. The applicant must be proficient in word processing, and know how to use Microsoft Office software extensively, including Word, Excel, Outlook, and how to maneuver the internet. The applicant must have excellent proofreading, grammar and spelling skills. Must be detail-oriented, have the ability to multi-task, and possess strong organizational skills. Must be a self-starter and have the ability to work independently, as well as to communicate and interact effectively in a professional, confidential, and courteous manner with faculty, staff and students. Demonstrated ability to handle highly confidential and sensitive information required. The ability to work with frequent interruptions and manage multiple projects, priorities and deadlines. Previous experience in an academic setting preferred. Must have sharp interpersonal and relationships skills with diplomatic interactions diverse persons and audiences under sometimes stressful conditions. Espousing high emotional intelligence and interpersonal skills on issues often including highly sensitive and/or confidential matters. Must be independent minded and must have the ability to multi-task and prioritize.
The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Individuals may seek a medical or a religious exemption to the vaccination requirement.
Please upload a cover letter and resume during the application process. From your resume, the application system will try to auto-fill your employment history and you may adjust this in the application questionnaire. The online application form requires you provide names and contact information for three professional references. References will not be contacted without prior approval from applicant. Review of applications will begin immediately and continue until position is filled.
Current W&L Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Application, search Find Jobs, and open Find Jobs or Tasks and Reports . Locate the position and click Apply. Update your Education and Job History. Attach your cover letter and resume, and provide three professional references in the appropriate boxes. Refer to this Job Aid for additional guidance.
External Applicants: Complete the online application forms. Cover letter and resume are requested. If your upload aresume on the Quick Apply screen, the application will automatically populate your resume details, and you may verify and update data on the My Information page. You may add a cover letter to the Resume/CV document upload section at the bottom of the My Experience application page. You will not be able to modify your application after you submit it. The online application form requires you provide names and contact information for three professional references, such as a current or former supervisor.
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
Working Conditions: Typical Office Environment
Types of Work: Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Work Schedule: M-F, 8:30 am – 4:30 pm with occasional nights and weekend hours required.
Weekly Hours: 35
Minimum Pay: $24.04/hourly
Pay commensurate with experience.
Internal Number: R136
About Washington and Lee University
Washington and Lee is a top-ranked, private institution in Lexington, Virginia where we integrate the rigorous inquiry and critical thinking of a liberal arts curriculum with nationally accredited undergraduate programs in business and journalism, and a graduate School of Law. Our graduates, mentored by a faculty of teacher-scholars, are ready to make a meaningful impact wherever they go in the world.
The campus is a national historical landmark, the city offers small-town charm, and the Allegheny and Blue Ridge Mountains provide unparalleled surroundings.
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the devel...opment of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all-inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.