Administrative Assistant to the Dean - The Fletcher School

Under minimal supervision, the Administrative Assistant to the Dean provides advanced administrative support and communications for the department. They will handle complex and confidential situations and requests and serve in a highly visible capacity representing the Dean's office. They will oversee daily operation of office, evaluating workflow and productivity and providing support, direction, and guidance to fellow staff. Provides administrative support such as managing calendars, room reservations, and providing general office and meeting support. Oversees travel arrangements, travel reimbursement processing, event planning and scheduling. Responsible for greeting visitors, answering incoming calls and emails. Monitors Supports the monitoring of department budget including tracking expenditures, troubleshooting problems, and preparing reports. and assisting with event coordination.

Provides advanced administrative support and oversees office operations:

• Provides advanced level administrative support for the Dean's Office, including scheduling meetings and booking travel for the Dean and Executive Associate Dean.
• Oversees daily operation of office; track status on ongoing matters and follow up as required.
• Evaluates workflow and reallocates resources and/or redesigns processes to meet office needs and customer service.
• Oversees and evaluates office automation and information technology needs.
  
  

Serves as a primary department contact for customers:

• Serves in a highly visible capacity as a resource for frequent interactions with internal and external customers; communicates on behalf of managers to disseminate information.
• Triages phone calls and prioritizes e-mail.
• Researches and resolves customer problems and concerns.
• Prepares, facilitates and manages highly confidential communications and information.
  
  

Produces and drafts reports and other complex documents and materials:

• Gathers data, conducts research and organizes information.
• Creates and maintains spreadsheets and databases and prepares reports, tables and charts.
• Drafts reports or summaries on specific subject areas.
  
  

Plans and coordinates Meetings or Special Events:

• Plans dates, design invitations, determines venue, coordinates materials, audio visual or other set-up needs.
• Contact speakers or presenters, arranges for payment or honorarium.
• Assists with plans for marketing and publicity.
• Coordinates logistics on-site during event or program.
  
  

Coordinates department budget and/or grants:

• Assists with budget tracking.
• Monitors department spending and resolves problems.
• Assists with long term planning and expenditures.

Basic Requirements:
Knowledge and experience typically acquired by:

• High School Diploma /GED and5-7 years of administrative experience OR a Bachelor's degree and 3+ years of experience
• Requires advanced knowledge of Microsoft Office suite including word processing, editing and graphics functions, spreadsheet and database knowledge.
• In addition, bookkeeping or basic accounting knowledge and excellent organizational and interpersonal skills.