Assistant to the Dean - College of Fine & Applied Arts - 1025628-6689

at University of Illinois in Urbana, Illinois, United States

Job Description

• Responsible for the day-to-day workflow of the Dean. This includes managing the Dean's calendar, exercising discretion and judgment in determining priorities and effective utilization of time for meetings and appointments, monitoring all incoming calls and mail.
• Manage communications and outreach made to the Dean including drafting responses on behalf of the Dean or responding on the Dean's behalf as directed, and keeping the Dean informed of daily messages and events. Handle initial inquiries from unit executive officers and associate deans to coordinate scheduling of events and meetings.
• Maintain and provide needed historical background for responding to issues and problems, oversees follow-up, and serves as a primary resource regarding administrative decisions in the College.
• Coordinate active items in the Dean's Office including promotion and tenure dossiers, sabbatical applications, and sabbatical reports. Serves as a key staff person in working with the Promotion and Tenure Committee to ensure it operates in an efficient, effective, and confidential manner.
• Provide high level staff support for the Administrative Council, Executive Committee, Dean's Cabinet and for other ad hoc committees that may be appointed by the Dean by regularly attending meetings to facilitate their decision-making and subsequent implementation and follow-up of all items discussed. In consultation with the Dean, develop and create agendas for Administrative Council, Executive Committee, and Dean's Cabinet.
• Provide high level administrative support to the Associate Deans and Dean's Fellow(s) supporting special projects, initiatives, and events in support of the college's strategic plan and other initiatives as assigned. This includes coordination of special events, travel arrangements, and all other logistical support required.
• Work closely with the Dean to track internal and external committee assignments, and to track scholarly and speaking obligations to which the Dean has committed.
• Participate as a contributing member of the Dean's Cabinet, providing insight and opinions on topics of interest and expertise.
• Provide the Dean with input on office and department activities and serve as the primary contact for departments needing to work with the Dean. Serves in a leadership and mentoring role to UEO assistants so those staff work more efficiently and effectively with the college and ensure those staff help their UEOs and units meet deadlines.
• Provide administrative support in the process of conducting necessary college/campus reviews; support for college committees; and support for other various committees and organizations as assigned by the Dean while maintaining strict confidentiality as necessary.
• Serve as a team member to the College administration and perform additional appropriate duties that will further the mission of the College.

1. College course work in business, finance, accounting or a related field:
   • 60 semester hours or an Associate's degree equals 1 year (12 months)
   • 90 semester hours equals 2 years (24 months)
   • 120 semester hours or a Bachelor's degree equals 3 years (36 months)
   • Master's degree or higher equals 4 years (48 months)
2. Progressively more responsible professional, managerial and supervisory experience that included experience in areas such as supervising staff or a job function, organizing and coordinating office operations, and performing duties that lead to knowledge of generally accepted office management principles

• Previous experience working in a university setting.
• Demonstrated experience interpreting and implementing academic policies and processes.
• Experience managing projects.

• Ability to establish and maintain interpersonal relationships.
• Excellent time management skills with the ability to organize, plan, and prioritize work.
• Ability to manage a variety of complex projects simultaneously with accuracy in a busy environment.
• Ability to communicate information and ideas with all levels of constituents.
• Proven ability to maintain confidentiality and ensure discretion.

• Application
• Resume and cover letter
• Three professional references