1) Directs the administrative support operations for the Deputy Dean of Faculty and provides administrative assistance to the Deputy Dean.
2) The role serves as a project manager for the Deputy Dean and works closely with the Associate Dean for Faculty and Academic Services, the PhD program director, and Centersâ™ heads.Â
3) The Executive Assistant manages the hiring and budgeting and appointment/renewalÂ processes for non-tenure track faculty and other academic appoints, and handles correspondence for the Deputy Dean as well as other administrative duties.
4) The Executive Assistant works closely with the Executive Assistant for the other Deputy Dean for Faculty to manage and coordinate processes, activities, and correspondence for both deputy deans.Â
5) Coordinate all of the processes above with the Executive Assistant to the other Deputy Dean for Faculty to ensure correct and consistent processes for those faculty groups at Booth.
6) Support the Deputy Dean for Faculty in managing and following his/her projects and initiatives (investigate current practices, write memos, be involved in projects), including those associated with Faculty and Academic Services, PhD program, Research Professionals and Centers.
7) Assists with KPI tracking and management.
8) Handle communications, appointments, travel, and calendar for the Deputy Dean.
9) Prepare reports and complete special projects for the Deputy Dean as requested.
10) Process highly confidential correspondence with faculty and potential faculty candidates.
11) Provide general office support for the Deanâ™s Office, assisting other deans as needed or in the absence of their assistants.
12) Work with Academic Services on teaching schedules and assignments; administer the data about teaching assignments and compensation for adjunct and clinical professors.
13) Oversee the review process for Adjunct and Clinical Professors (request for material, organize recording of their teaching, inform the deans).
14) Administer RATS accounts for adjunct and clinical faculty, as well as other budgets (e.g. centers).
15) Oversee faculty office assignments.
16) Help with faculty assignments and tracking faculty service to Booth and the University.
17) Help with the review of faculty directors to centers.
18) Provide assistance to other EAs in the Deanâ™s office with administrative duties, especially during recruiting season.
19) Coordinate visas for faculty traveling outside the US.
20) Coordinate and supervise teaching faculty recruitment and interview processes.
21) Ensure that Provost Office requirements for the search process are followed; represent Booth at Provost Office meetings regarding faculty recruitment processes.
22) Prepare appointment recommendations for the Provost, offer letters to prospective faculty members, and other correspondence to faculty candidates.
23) Track appointments for adjunct faculty, ensuring that they are appointed, reviewed, and reappointed in a timely manner.
24) Facilitate communication between deputy deanâ™s office, provostâ™s office, and Booth faculty payroll office on faculty appointment and salary information.Â
1) Collaboration skills.
2) Experience in managing an office.
3) Proven writing ability and excellent communication skills.
4) Handle extensive public contact with tact, courtesy, discretion, and judgment.
5) Multi-tasking skills.
6) Work effectively under pressure and deadlines.
7) Attention to detail.
8) Coordinate and work cooperatively with colleagues.
9) Maintain strict confidentiality and absolute discretion in sensitive matters such as faculty appointments, salaries, and other matters.
10) Advanced MS Office (Word, Excel, PowerPoint) skills.
1) At least four years of senior-level administrative experience or ten years of senior-level administrative experience.
2) Cover letter
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
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