Provide high-level, strategic oversight of schedule and engagements including triaging and confirming internal and external invitations; development and communication of agenda and meeting expectations; and follow-up with meeting participants.
Steward relationships with high-profile funders, donors, and potential donorsÂ on behalf of the faculty; assisting with coordination of faculty memberâ™s work with outside institutions, including NGOs and government agencies.
Manage speaking and media requests for domestic and international events. This includes screening requests, accepting via email or through form submissions from website (e.g. for interviews, speeches).
Coordinate complex domestic and multi-country international travel arrangements for faculty including associated visa(s), airfare and ground transportation, hotel, and payment and/or reimbursement, according to the faculty memberâ™s preferences and with Deanâ™s approval.
Monitor facultyâ™s internal and external communications to maximize research impact and exposure.Â Handle sensitive written and telephone communications effectively in a professional manner at all times: answer, screen, and direct communications with utmost courtesy, professionalism, and confidentiality. Compose and edit emails, letters, memos, reports and meeting agendas. Maintain faculty's website, course sites and special websites for specific events or research.
Manage facultyâ™s individual finances including soliciting and processing travel reimbursements, honoraria and other internal and external receivables, to ensure timely dispersal of obligated payments using GEMS. Order supplies and equipment using Buysite.
Organize on and off-campus meetings including lab meetings, dinners, workshops and other special events. Coordinate speakers, handling all travel arrangements and reimbursements; handle speakerâ™s itinerary; make room reservations, arrange for ground transportation.
Work with the Communications Manager to organize electronic and on-site registration for conferences. Review seminar applications. Negotiate contracts with vendors. Reserve space and arranges catering for event. Request AV services, assist with furniture rental. Coordinate the event schedule and activities. Monitor event expenses and prepare reports on event costs.
Prepare faculty annual report using Interfolio. Prepare and coordinate letters of recommendation for graduate students.
Create lecture materials and schedule Zoom calls for classes taught by the faculty. Prepare PowerPoint presentation materials.
Supervise teaching assistants and research assistants.
Prepare special reports and summaries, assist in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintain the leader's calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader's time
Coordinate special projects as directed by the leader. Prepare write-ups for recommendations for operational and administrative problems. May manage a portion of the leader's budget, monitoring and reconciling accounts. Prepare financial and/or administrative reports.
Perform other related work as needed.
Bachelorâ™s Degree in related field.
Experience providing administrative support.
Experience supporting faculty.
Experience in calendaring, planning special events, and scheduling complex appointments and high-profile meetings.
Experience in coordinating complex domestic and international travel.
Experience obtaining visas for international travel.
Familiarity with University financial policies and procedures and with domestic and international tax regulations.
Experience in Project Management.
Demonstrated knowledge of University financial systems â“ GEMS, Buysite and EPayment.
Proficiency in Microsoft Outlook, Excel, PowerPoint, and Word.
Excellent organizational and analytical skills with high-level of accuracy and sharp attention to detail.Â
Excellent interpersonal skills and the ability to work effectively with a wide range of individuals and constituencies in a diverse professional environment.
Demonstrated excellence in written and verbal communication.Â Â
Ability to handle highly confidential and sensitive materials and situations.
Ability to effectively manage a heavy workload, competing priorities, and tight deadlines.
A quick, self-learner with ability to initiate, organize, prioritize and complete multiple, high-level projects; meet tight deadlines; and work effectively with minimal supervision in a fast-paced environment.
Demonstrated ability to anticipate and respond to future needs.
Works well independently and in a team environment.
Ability to use appropriate resources and follow an issue through to resolution.
Demonstrated sound judgment with the ability to solve problems and make effective decisions.
Cover Letter (required)
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