« Back Home »

Executive Assistant to the Dean

Buffalo, New York ~ December 04, 2019

["Oversee and manage the day-to-day logistics serving as the point person for the Dean including reviewing daily schedule to prioritize and optimize the Dean’s time, ensuring 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\nMeet regularly with the Dean for briefing on important issues in order to efficiently plan the Dean’s time and effort. Serve as primary contact to handle urgent and non-scheduled issues that arise. Anticipate and independently solve problems as they arise 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\nServe as the primary contact and liaison for the Dean’s Office between the Dean and the School administrators, and visitors from within the school as well as the offices of the President, Provost, Vice Presidents, Vice Provosts, other campus administrators. Interact regularly with donors and friends of the school as well as a diverse range of external constituencies, including but not limited to public officials (Governor, Mayors/Town Supervisors, legislators), major foundations and corporations representatives, and local/regional stakeholders associated with the Dean’s research.", "Manage and attend regularly scheduled meetings for the Dean including Department Chairs, Cabinet, Council, School-wide, and Administrative Staff. Responsibilities include scheduling the meeting, coordinating attendance of guest speakers, working with IT team on any technological and presentation needs, solicit and distribute agenda items, record and distribute minutes, track and manage action items, and keep Dean informed on progress, outcomes, and issues for further action or discussion. \r\n\r\nIn collaboration with administrators, faculty, staff, and students, manage several school-wide events that occur throughout the academic year. Provide a leadership role on event planning, including event budgeting and management of expenditures, scheduling, order of events, catering, presentations/speakers, set up/tear down. Supervision of support staff and students while organizing and managing school-wide events.\r\n\r\nProvide leadership role as the primary liaison to the members of the Dean’s Advisory Council for the School of Architecture and Planning, including regular communication with the members. Collaborate with Dean’s Office leadership and Advancement office on all aspects of the Dean’s Advisory Council meetings. Attend planning meetings to organize logistics, agenda, and presentations.\r\n\r\nManage all travel arrangements for the Dean, organizing the itinerary, all reservations, confirmations, registrations, and meeting materials for optimal efficiency for the Dean. Manage the reimbursement process in a timely manner for the Dean.", "Triage Dean’s mail in order to ensure that the appropriate parties are apprised of information for which they may need to take action or need for information. Make the Dean aware of priority items so that he may respond and/or take action. As needed, draft responses for the Dean.\r\n\r\nProvide support to Dean and Associate Deans for special projects including planning and other efforts from University leadership. Assist Dean with administration of special projects, which may include research and preparing project and/or presentation materials.\r\n\r\nResearch and write a variety of materials for the Dean including, but not limited to, speeches, talking points, memos, letters, and reports.", "Maintain Dean’s Office procurement cards for purchases; document and reconcile on a monthly basis, ensuring all transactions are made in accordance with University’s Allowable Use of Funds policy.\r\n\r\nManage the reimbursement process in a timely manner for the Dean's travel and other purchases.\r\n\r\nPrepare/propose and manage budget for all school-wide events, assuring that expenditures are made within budget and in accordance with university policy."]

Want to apply to this job? Please register first. »