Assistant to the Executive Dean

Summary

The Assistant to the Dean provides administrative and operational support to the Executive Dean's Office in achieving the objectives of the College of Health Professions and Medical Sciences (CHPMS) Executive Dean’s. Oversees and/or performs a range of diverse administrative activities for the Executive Dean’s Office. Serves as a central point of liaison with the CHPMS programs, faculty, staff, students, various University departments, and external vendors and partners in the resolution of a variety of day-to-day activities.

Coordinates and manages the daily office, conference room, and Siena classroom operations, assists with monitoring the use of resources and the implementation of strategic initiatives and projects as assigned by the Executive Dean.

This position is in person, Monday to Friday, 20-25 hours per week.

Essential Functions

Administrative Office Support for the Executive Dean’s Office:

• Provide frontline support for the Dean’s office, including greeting and directing all Executive Dean’s office guests, mainline phone calls, and the Executive Dean’s phone.

• Organize meetings for the Executive Dean, donors, alumni, and various internal and external affiliates.

• Manage the Executive Dean’s calendar

• Organize, schedule, and manage monthly leadership, full faculty, and student meetings, including email/calendar reminders, minutes, agenda, CES and food orders, IT support during meetings.

• Managing depositories for the Executive Dean’s office and CHPMS, on the Executive Dean’s drive and SharePoint.

• Manage travel for the Executive Dean’s office.

• Organize CHPMS events or conferences.

• Oversee inventory control for the Executive Dean’s office, to include the Siena conference room and classroom.

• Prepare various letters, presentations, and reports.

• Liaising with staff, support service departments, suppliers, and students from time to time.

• Oversight of the physical plant to include any maintenance needs of the Executive Dean’s office suites, conference room, Siena classroom, main Executive Dean hallways, as well as reporting any needs of the first floor Siena bathrooms or building exterior.

• Oversee IT support for the Executive Dean’s office and Siena conference room, and classroom.

• Manage the Siena conference room and classroom calendars.

• Ordering of office/breakroom supplies and overseeing water and shredding services.

• Manage the Executive Dean's mailbox, which includes signatures for the Executive Dean and any requests from faculty, students, and staff.

• Manage the CHPMS quick reference list.

• Manage donor holiday greeting cards and gifts.

• Manage all greeting cards for the leadership team.

• Assist with errands for the Executive Dean's office, including daily mail run, pick up of supplies for events on and off campus.

• Administrator for the CHPMS Student Leadership Council

• Administrator for the CHPM Staff Council

• Manage and coordinate the quarterly CHPMS newsletter alongside the Executive Dean

• Oversee and manage the CHPMS SharePoint depository lists.

Other job-related duties as assigned by the Executive Dean, Sr. Director, Business Operations, and Administrative Specialist.

Qualifications/Requirements

• An Associate's degree in any field of study is required. A Bachelor's degree is preferred.

• 3-5 years of relevant experience

• Designs professional presentations and documents using advanced features in PowerPoint and Word.Troubleshoots common system/software issues.

• Manages high-volume scheduling with competing priorities.

  Drafts and edits correspondence, reports, and contracts with strong attention

  to detail and formatting.

• Must have the ability to tailor messaging appropriately for different audiences (faculty,

  staff, executives, external partners).

• Facilitates meetings by preparing agendas, recording minutes.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.