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Executive Assistant to the Dean

Buffalo, New York ~ September 26, 2019

["- Oversee and supervise all direct administrative assistance to the Dean of the College of Arts and Sciences including serving as supervisor of record to classified and administrative staff directly supporting the Dean and Senior Leadership in the College. As supervisor, help to set priorities and provide clarity.", "- Serve as point person for all Senior Leadership in the College to manage day-to-day logistics for the Dean. Serve as secondary point of contact for the Dean (after Dean's Secretary) to manage the Dean's schedule and travel arrangements. In Secretary's absence may screen calls and visitors. \r\n\r\n- Review Dean’s schedule regularly to prioritize and optimize the Dean’s time. Ensure that the appropriate participants are included in meetings and that the Dean is fully prepared and briefed for all meetings and events.\r\n \r\n- Meet regularly (generally daily) with Dean to brief her on important issues and plan time and effort for both Dean and Executive Assistant. Serve as primary contact to handle urgent and non-scheduled issues that arise (generally daily). Anticipate and independently solve problems as they come up and/or determine strategies to avoid problems whenever possible. Use judgment to determine what needs to rise to the Dean's attention and what can be resolved at other levels. \r\n\r\n- Triage Dean’s emails in order to ensure that the appropriate parties are apprised of information for which they may need to take action or be aware of. Make the Dean aware of priority items so that she may respond and/or take action. As needed draft responses for the Dean.", "- Attend weekly Dean’s Cabinet meetings; solicit and distribute agenda items, record and distribute minutes; track and manage action items resulting from Cabinet discussions. Keep the Dean informed on progress, outcomes and issues for further action or discussion.\r\n\r\n - Attend monthly Chairs and Directors meeting; solicit agenda items from dean’s office leadership. Coordinate attendance of guest speakers securing any technology needs and presentation materials they will share; create presentation material using existing template and materials provided by presenters. Work with Secretary to coordinate meeting locations and communicate schedule of meetings to attendees.\r\n\r\n - Work with dean’s office staff to schedule, plan and execute bi-annual department review meetings with all department chairs. Attend these meetings and track and report all action items; providing follow up as needed.\r\n\r\n - Coordinate annual new chair on-boarding sessions including scheduling sessions; communicating with session presenters on content and timing, and communicating with chairs and directors on the schedule and location of these sessions.\r\n\r\n - Work with Dean’s office leadership and Advancement office on semi-annual Dean’s Advisory Council meetings. Attend briefing meetings to help identify and develop presentation materials.", "- Maintain Dean’s Office procurement cards for purchases (supplies, travel, registrations, etc.) ensuring the proper funding source for these transactions. Document and reconcile these cards on a monthly basis. This includes any procurement cards which the Dean may hold. Ensure all transactions are made in accordance with University policy.", "- Provide support to Dean and Associate Deans for special projects including planning and other efforts from University leadership. Act as liaison as needed on college-wide projects with University leadership. Assist Dean with administration of special projects. This may include preparing project and/or presentation materials. \r\n\r\n - Work closely with Communications and Marketing team as needed on College communications efforts, Dean's communications, and recruitment and commencement presentations. Respond to or draft responses to general inquiries or requests addressed to the Dean."]

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