Executive Assistant to Dean (Internal Employment Opportunity)

Executive Assistant to DeanThis is an Internal Employment Opportunity. The College of Education is seeking an Executive Assistant. This is a part-time (0.50FTE), 12-month, professional faculty position. The College of Education's Executive Assistant to the Dean is responsible for direct administrative and technical support to the Dean of the College of Education. This position is responsible for planning, scheduling, and assisting in the day-to-day and long-term activities of the Dean. The position oversees the student scholarship process, assists with planning and coordinating college events, and provides support for short-term projects and initiatives as assigned. In all efforts, this position will provide excellent, empathetic, and culturally appropriate and inclusive communication while engaging in the clerical and administrative support duties for internal and external partners. Key Responsibilities - 40% Executive Administrative Support: Responsible for the Dean's calendar. Assure the day-to-day continuity of the Dean's activities, so that successive activities are consistent with the strategic goals set by the Dean programmatically and geographically. Track the specifics of the appointments, meetings, and other activities for which the Dean has committed time. Make independent decisions regarding schedule. Coordinate the Dean's schedule with people on and off campus. Act as Budget Authority on Dean's behalf for special events and projects for the Dean and the OSU Foundation. Serve as the Dean's liaison for senior leadership, faculty and staff between the Dean's Office and college units. Work with the Dean, Associate Dean, and Leadership Team to set the schedule for administrative meetings. Communicate regarding special arrangements, including additional meetings, as needed. Communicate clearly and respectfully with a broad array of constituents with various identities, cultural backgrounds, communication styles, and expectations. Represent the Dean's Office and the College to individuals, groups, organizations, and agencies external to the College by telephone, electronic mail, regular mail, and in person. Serve as the Dean's Office liaison with the Provost's Office, other colleges and departments, donors, students, Cascades campus, and other external and professional organizations. Provide oversight and direction on special projects as assigned by the Dean. 20% Scholarship Awards Oversight Work closely with the College's Scholarship and Awards Committee to organize the review and scoring of student scholarship applications Coordinate with program chairs and department heads for program-level scholarship selections. Liaison with the Scholarship Office and the OSU Foundation in all elements of scholarship administration and management. Provide oversight of the student scholarship process, including application and evaluation processes in the College. Facilitate the applications and submissions for Graduate School scholarships, including Laurels and Provost's funding. Provide training for and education of the scholarship process to stakeholders within the College. Work with Marketing and Communication staff to promote scholarships. Convene stakeholders to discuss and create new policies and procedures related to the scholarship process. Serve as the primary liaison to the OSU Scholarship Office. 20% Promotion and Tenure Process Support Work closely with the Associate Dean to provide administrative support to the College's Promotion and Tenure processes, including interfacing with Academic Affairs and corresponding with external constituents as needed. Assist in the creation of training and guidance materials for committees, candidates, and supervisors. Provide confidential support to the Associate Dean in file management and maintenance. 10% College Event Support Provide assistance with college events and communications, including but not limited to alumni gatherings, awards ceremonies, graduation ceremonies, and all-college employee events. Assist with event coordination, including planning and execution of event logistics Review event details, scope of project, and assist with determining needs, such as staff, vendors, duties, training, administrative actions, etc. Comply with University policy, state, and federal regulations. Establish and maintain relationships with internal and external stakeholders, including university faculty and staff, administrators, committees, federal, state, and local agencies, professional associations to ensure successful execution of events. Assist with negotiating contracts for external vendors and oversee event preparation and execution for those vendors. 5% Service 5% Other Duties as Assigned What You Will Need - Bachelor's Degree in Education, Business, or relevant field. 5+ years professional administration support experience with progressively increasing responsibility. Progressive experience providing confidential administrative support to a Dean, CEO, or other executive. Ability to be self-directed, prioritize, and maintain confidentiality. Evident capability to work with diverse constituencies and excellent communication skills both orally and in writing. Experience managing multiple projects with diverse groups of individuals. Experience working with student scholarships, systems, and with confidential gift agreements. Demonstrable computer skills in MS Office Suite and SmartSheet. Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience with varying backgrounds, needs, and identities. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. What We Would Like You to Have - Experience working with OSU systems, including ScholarDollars and CORE. Documented experience working in higher education. Working Conditions / Work Schedule - The role is based in a typical office environment and operates primarily during standard business hours, with occasional evening work required to support college events. Pay Method - Salary Pay Period - 1st through the last day of the month Pay Date - Last working day of the month Recommended Full-Time Salary Range - $56,179 - $95,594