Executive Assistant; College of Arts, Sciences, & Engineering

This position provides administrative assistance to the dean and serves as the office manager, facilitating all aspects of the administrative office of the college to ensure effective daily operations. This position deals with a variety of people: students, faculty, staff, and the public by way of telephone calls, office visits, and written correspondence, and ensures the uninterrupted flow of information. Sponsorship is not available for this position.

• Provide administrative support for all staff in the college’s administrative, main office;
• Manage front office, receiving/screening phone calls, assisting visitors, etc.;
• Coordinate dean’s and associate deans’ activities, projects, and needs, including scheduling appointments and handling calendars;
• Schedule/coordinate chairs’ meetings and retreats, send reminders, attend to transcribe minutes, and distribute;
• Prepare agenda and materials for college curriculum committee to include utilizing current software, handling communication, and taking/distributing minutes;
• Serve as liaison between the college administrative office and constituent groups;
• Utilize current software for managing room requests for space and approvals;
• Maintain a comprehensive list of college faculty and staff and manage college email listservs;
• Distribute/collect employment and evaluation materials for college faculty/staff in accordance with existing procedures; 
• Coordinate information on various reports and requests from chairs and institutional research;
• Assist with college administrative assistant training/mentorship program;
• Handle communication between college administrative office and departments;
• Communicate with students as needed regarding addition to “Lists”, awards, etc.; 
• Coordinate materials/communications with alumni, donors, friends, and community members as needed;
• Develop and maintain office procedures and filing systems to ensure maximum efficiencies;
• Lead and maintain the organization of the supply room and inventories; 
• Utilize software to access student services, run reports, etc.;
• Coordinate and disseminate college calendar;
• Review and prepare catalog edits, publicity, media displays, etc.;
• Coordinate college van and golf cart reservations;
• Assist with supervision of and assignments for student employees when applicable;
• Monitor and maintain college webpages and email account;
• Serve as building coordinator and report office/building maintenance needs through current work request system;
• Serve on search committees, as requested;
• Perform all other duties as assigned.

ADDITIONAL DUTIES: 
To be determined.

• High school diploma/equivalent, required;
• Bachelor's degree, preferred;
• Five years of related experience is required.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS: 
None

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to manage student records in current systems or the ability to learn quickly; 
• Supervisory skills; 
• High-level verbal and written communication skills to effectively interact and communicate with various levels and populations; 
• Organizational skills to manage an office in an efficient manner; 
• Ability to screen telephone calls, visitors, and incoming correspondence;
• Ability to file and retrieve information; 
• Ability to type and proofread at a high level; 
• Ability to adjust to changing office situations and to route calls, emails, written correspondence, and individuals to the most appropriate source for the resolution of issues;
• Ability to think critically, multitask, prioritize, work independently, and use good judgement;
• Ability to travel intermittently to meet with prospective donors;
• Dynamic technology skills.

Applicants must upload a cover letter and resume at the time of application, as well as provide contact information for at least three professional references, including email addresses.  For questions, please email [email protected] or call 256.765.4291 and select option #2.  Selecting an option other than #2 will result in a delayed response.