Essential Functions: Job Purpose:The Executive Assistant to the Dean, Engineering will provide administrative and logistical support to the Dean and serves as an important member of the cohesive team of engineering faculty and staff serving Wayne State University's educational and research mission. Reports to Dean, College of Engineering.Essential Functions:Provides executive administrative and logistical support to the Dean. Creates and edits a variety of complex materials and communications. Distributes materials to faculty, staff and other selected audiences on the Dean's behalf. Maintains confidentiality and discretion and ensures compliance with College and University policies and procedures and alignment with College brand and identity.Manages the Dean's calendar, scheduling complex and high-volume meetings, programming activities and events. Functions as a gatekeeper to ensure prioritization of the Dean's time. Serves as primary point of contact for the Dean, screening meeting requests, and ensuring the Dean is fully prepared for meetings and events with reports, documents, presentations and/or other materials. Serves as liaison for coordinating matters between the Dean and department chairs, faculty, staff, other University deans' offices, administrators, departments and the Office of the Provost, along with donors, guests and representatives of outside agencies. Responds to requests for information and direction on behalf of the Dean. Follows up on various assignments on the Dean's behalf to ensure that appropriate actions are taken. Performs routine to difficult public relations duties over the phone and in person. Responds independently to correspondence and email inquiries regarding a variety of college matters. Collaborates with senior staff and Deans to ensure achievement of Dean's key deliverables and objectives. Develops and maintains effective working relationships with internal campus constituents and external organizations in support of the Dean's agenda.Manages the Dean's and other engineering staff's travel arrangements and logistics, as directed by the Dean. Books reservations, handles related paperwork and expenditures and processes traveler reimbursements.Manages faculty personnel processes, which include sabbatical requests, promotions and tenure awards, annual merit reviews, and graduate appointments.Oversees the College's strategic plan including coordination of new initiatives, reporting of milestones, and preparation of related reports. Provides executive administrative support to the Board of Visitors as directed by the Dean. Supports advancement of the College and strategic plan goals, philanthropy and alumni relations including coordination of events, acknowledgement of gifts/donations, and meetings with donors/potential donors. Coordinates Dean's participation in fundraising campaigns and initiatives.Leads special projects and performs other related duties as assigned.
Qualifications: Bachelor's degree from an accredited college or university in business administration, communications or related field. Candidates with an equivalent combination of education and experience may be considered.Minimum 5+ years related experience, including providing executive level administrative support and experience in program coordination or office management roles. Project management experience is preferred.Knowledge, Skills and Abilities:Demonstrated ability to maintain the highest level of integrity, ethical conduct, confidentiality and diplomacy with sensitive documents and information obtained as part of performing the job. Able to meet own commitments and adhere to organizational policies and procedures. Exceptional customer service skills with the ability to listen actively and respond effectively to customer questions, inquiries and issues. Respects all internal and external customers. Adept at handling and diffusing sensitive or difficult situations in order to create successful outcomes and positive experiences.Strong written and verbal communications skills with proficiency in editing, proofreading and message crafting. Able to communicate effectively with various levels within and outside the organization. Able to create accurate and timely communications to reach targeted audiences.Ability to work collaboratively with diverse groups and stakeholders across campus to accomplish key goals and objectives. Understands the University's and College's organizational structure, vision, mission and goals. Strong interpersonal and leadership skills. Must possess ability to build and maintain cooperative and positive relationships. Demonstrated multi-cultural awareness with ability to interact and work closely with people from diverse backgrounds and experiences. Able to work independently as well as to be a team leader or participant.Proven analytical/problem-solving skills with ability to gather, organize and evaluate all relevant information. Anticipates, identifies and resolves problems effectively. Prevents and diffuses issues proactively. Develops creative/alternative approaches and meets challenges with resourcefulness and sound judgement. Excellent ability to manage independently and prioritize multiple tasks and projects, establish and meet deadlines, make sound decisions and generate successful outcomes. Pays close attention to detail and accuracy. Applies effective business practices to improve operations. Able to quickly respond to changing needs and balance competing responsibilities in a fast-paced environment.Proficient in the use of Microsoft Office including MS Outlook, Word, PowerPoint and Excel. Must be proficient with use of virtual meeting technology including MS Teams and Zoom. Able to quickly master new technology tools and digital communication platforms.
Founded in 1868, Wayne State University is a nationally recognized metropolitan research institution offering more than 400 academic programs through 13 schools and colleges to nearly 32,000 students. Wayne State?s main campus in Midtown Detroit comprises 100 buildings over nearly 200 acres; its five extension centers offer higher education to people throughout Southeast Michigan. Wayne State is dedicated to preparing students to excel by combining the academic excellence of a major research university with the practical experience of an institution that by its history, location and diversity represents a microcosm of the world we live in. Reflecting its location and the excellent international reputation of its graduate schools, particularly in the sciences, Wayne State boasts the most diverse student body among Michigan?s public universities. Its students represent 49 U.S. states and more than 60 countries.