The Executive Assistant to the Dean reports directly to the Dean provides high-level administrative support for the Dean using considerable judgment, tact, creativity, and initiative. The Executive Assistant assists the Dean with communicating to faculty, students, and staff; developing and maintaining strong relationships and contacts with external parties, such as donors, alumni, parents, corporations, etc.; and maintaining administrative contact with other areas of Washington University. The Executive Assistant is the âœface of the deanâ to all of their contacts. The Executive Assistant is responsible for managing the Deanâ™s workload and demands on the Deanâ™s time efficiently and effectively. The Executive Assistant in coordination with the Vice Dean of Faculty Advancement is responsible for handling all faculty records, tenure and promotion case paperwork, staffing search, curriculum, and tenure/promotion committees chaired by the Dean. The Executive Assistant works closely with the Dean and their Chief of Staff on a daily basis to plan and implement various initiatives for the Engineering School and extracurricular programming including symposia, lectures, community, visiting and public programs.
The Executive Assistant works under minimal supervision, must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Primary Duties & Responsibilities
Manage and coordinate daily operations for the Dean.Â Manage the Deanâ™s calendar; prioritizing scheduling requests and decision-making on the Deanâ™s behalf in order to make best use of their time; make them aware of deadlines and goals. Arrange and set-up appointments and a variety of complex meetings including faculty, students, staff, donors, alumni, corporations, etc., coordinating all communication and making all arrangements.Â Anticipate the Deanâ™s workload and plan time blocks for travel, speech preparation, development work, board meetings, etc.Â Monitor the Deanâ™s schedule and help them to stay on track during the workday.Â Gather and assemble all necessary materials and information for each meeting and event, conducting research and drafting written material as needed for the Deanâ™s review.
Work closely with Executive Director of Engineering Development and Advancement staff, prioritizing timing of alumni events and meetings and travel commitments for the Dean.Â Edit and draft Advancement correspondence; solicit and follow up of endowed professorship reporting.
Serve as direct liaison with departments for tenured and tenure track faculty searches.Â Working in conjunction with the Vice Dean for Faculty Advancement, provide direction/guidance to search chairs when crafting search plans, advertisements and search reports; communication and follow up with the Affirmative Action Monitoring Committee; place school ads in diversity publications; provide year-end search/diversity outcomes hiring report to the Provostâ™s office.Â Serve as a point person for select high-level searches, interacting with search firms, soliciting RFPs, communication/visit coordination with prospective Chair and/or other high-level candidates as needed.
Write and extend offer letters to prospective tenured and tenure track faculty hires, ensuring that all University and OISS guidelines are followed; track candidates for acceptance status.Â Upon acceptance, generate Probationary Period forms to the Vice Dean of Faculty Advancement, Department Administrators and Department Chairs and provide documentation to central Human Resources office; create and maintain electronic faculty files.
Provide support to various Engineering School committees, including the executive committee, tenure and promotion committee, etc.Â Attend meetings to participate on behalf of Dean when appropriate.Â Take minutes for Academic Executive Committee meetings, National Council meetings, and Tenure and Promotion Committee meetings.Â Anticipate and prepare materials needed by the Dean for meetings.Â Manage meeting logistics.
Track calls, take messages, and assist callers as much as possible in the Deanâ™s absence.Â Use discretion in responding on behalf of Dean if information is known, to and screening callers and prioritize call backs for the Dean.Â Ensure information communicated by phone call is passed on to faculty, staff, or others, as necessary.Â Communicate with the local community, regional, national and international Engineering leaders and organizations.
Plan the Deanâ™s domestic and international travel, including the details of reservations, logistics, appointments, etc.Â Coordinate with Chief of Staff and Assistant Dean of International Initiatives in organizing international visits.
Coordinate submission of various faculty awards, including soliciting letters of support, gathering nomination materials, and submitting on Deanâ™s behalf ensuring that deadlines are met. Coordinate all aspects of Deanâ™s staff awards annually, prepares remarks for the Dean.
Generate faculty forms (i.e., Sabbatical/Parental Leave Applications, Phased Retirement applications) with appropriate transmission to central Human Resources.
Liaise with the Schoolâ™s Tenure & Promotion Committee; determine and schedule committee meetings; read and summarize tenure dossiers to produce tenure biosketches for the Universityâ™s Board of Trustees; create summary slides for the Dean to present at the Educational Policy meetings of the Board.
Coordinate solicitation and maintenance of faculty activity reports.
Research, gather data, write and prepare reports, communications, presentations, letters, memos, and emails for the Dean as needed.Â Initiate and prepare drafts in advance.
Represent the Dean and the School at internal and external functions.Â Work closely with the Schoolsâ™ senior administrative team to ensure that School initiatives and deansâ™ priorities are advanced, including representing the dean at internal meetings to convey priorities, gather information, and communication information on behalf of the deanâ™s office.Â Act as a liaison between the Dean and School and University faculty, staff, students, and external constituencies.Â
Perform other duties as assigned.
Normal office environment, typically sitting at desk or table, occasional lifting (>25 lbs), general office equipment. Work is performed in a multi-level building.Â Walking and use of vehicle required to travel to various destinations on/between campuses or occasionally off campus. Â
Masterâ™s degree, preferably in a writing intensive discipline.
Five years of administrative experience at the executive level.
Effective organizational, verbal, written and interpersonal skills.
Ability to work under pressure with short deadlines.
Ability to work accurately with minimal supervision, show initiative, exercise good judgment and handle confidential matters.
Superior writing and editing skills.
Strong interpersonal and communication (oral and written) skills and demonstrated ability to work effectively with diverse groups, including faculty, staff, students, alumni, etc.
Experience in organizing and conducting special events and programs.Â
Demonstrated ability to handle multiple tasks.
Bachelorâ™s degree and three years of administrative experience and/or office management; or a high school diploma or equivalent high school certification and seven years of administrative experience and/or office management.
$27.69 - $44.29 / HourlyThe salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Washington University in St. Louis is committed to providing a comprehensive and competitive benefits package to our employees. Benefits eligibility is subject to employment status, full-time equivalent (FTE) workload, and weekly standard hours. Please visit our website at https://hr.wustl.edu/benefits/ to view a summary of benefits.
Washington University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration without regard to an individualâ™s sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. Women, minorities, protected veterans and the disabled are strongly encouraged to apply.
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.
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Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.