Executive Assistant to the Dean - School of Law

University of Connecticut; Tekari; On-site; INR 6,673,000 - 8,103,000; Full time

Job summary

The University of Connecticut School of Law seeks an Executive Assistant (Administrative Program Support 4) to provide principal administrative and operational support to the Dean. The role manages the Dean’s calendar, coordinates travel, drafts correspondence, and handles confidential personnel matters.

Working with staff, faculty, and administrators, the Executive Assistant advances the Dean's leadership agenda and enhances the efficiency and effectiveness of the Dean's Office.

Qualifications

• Bachelor's degree and at least four years of executive administrative support experience.
• Excellent written, verbal, and interpersonal communication skills.
• Excellent time management skills and ability to manage multiple priorities and deadlines simultaneously.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to work independently and collaboratively in a team environment with individuals of diverse backgrounds, experiences, and perspectives.
• Experience handling confidential information with discretion and professionalism.
• Ability to work occasionally on weekends and evenings.
• Proficiency with Microsoft Office Suite, including Outlook, Word, SharePoint, and Teams.

Responsibilities

• Serve as the designated contact for the Dean to the University and other internal and external stakeholders.
• Manage confidential and sensitive information with the utmost discretion.
• Manage and coordinate the Dean's calendar, including meetings, events, and speaking engagements.
• Schedule meetings, prepare agendas, attend meetings, and take and distribute minutes as needed.
• Coordinate travel logistics and prepare travel-related documentation and expense reports.
• Process purchasing, reimbursements, and other financial transactions on behalf of the Dean and the Dean’s Office.
• Review, route, and respond to incoming correspondence and communications and relay important information to the Dean as needed.
• Draft, prepare, and edit correspondence and reports containing information that requires thorough knowledge of policies, procedures, and data sources.
• Work with key stakeholders to draft the Dean’s event remarks.
• Assist the Dean, administrators, and committee chairs in the law school’s process for Promotion, Tenure, and Reappointment (PTR) for faculty and staff.
• Assist the Dean, administrators, and committee chairs in the law school’s process for faculty and staff hiring as needed.
• Collect, compile, organize documents, and manage the submission process of faculty annual reports and related materials to the Dean and schedule faculty’s annual review meetings with the Dean.
• Work collaboratively with colleagues in the Dean’s Suite to draft, distribute, and process correspondence related to personnel matters as needed.
• Assist the Dean in cultivating donor and alumni relationships through correspondence and coordination of donor stewardship, receptions, and events.
• Lead, plan, and coordinate special projects, programs, and events assigned by the Dean.
• Maintain an organized filing system for accurate record-keeping.
• Review, develop, and implement administrative processes that improve efficiency and effectiveness within the Dean's Office.
• Stay abreast of changes to University policies and procedures and modify practices as necessary.
• Perform other related duties as assigned.

Skills

Communication

Time management

Organizational skills

Discretion with confidential info

Independent and proactive

Stakeholder liaison

Weekend/evening availability

Microsoft Office Suite

Education

Bachelor's degree

Tools

Outlook

Word

SharePoint

Teams

MS Office

Job description

The Executive Assistant (Administrative Program Support 4) to the Dean serves as the principal administrative and operational support to the Dean of the University of Connecticut School of Law. The Executive Assistant manages a wide range of highly sensitive and complex administrative responsibilities, exercises independent judgment and discretion, and serves as a key liaison between the Dean and internal and external stakeholders. They manage the Dean’s calendar and meetings, coordinate the Dean’s travel, and draft and edit correspondence, event remarks, and other documents. They also assist the Dean with confidential personnel matters. The Executive Assistant supports the Dean's leadership agenda and collaborates with staff, faculty, and administrators to contribute to the effective operation of the Dean's Office and the School of Law. The ideal candidate is responsive, self-motivated, takes initiative, and anticipates needs. They have exceptional organizational, communication, and project management skills. They can work independently to effectively manage competing priorities in a dynamic academic environment. They exemplify the values of curiosity, civility, and integrity and will make a positive contribution to the School of Law’s culture of belonging through their interactions with others. This position reports to the Dean of the School of Law.

Duties And Responsibilities

• Serve as the designated contact for the Dean to the University and other internal and external stakeholders.
• Manage confidential and sensitive information with the utmost discretion.
• Manage and coordinate the Dean's calendar, including meetings, events, and speaking engagements.
• Schedule meetings, prepare agendas, attend meetings, and take and distribute minutes as needed.
• Coordinate travel logistics and prepare travel-related documentation and expense reports.
• Process purchasing, reimbursements, and other financial transactions on behalf of the Dean and the Dean’s Office.
• Review, route, and respond to incoming correspondence and communications and relay important information to the Dean as needed.
• Draft, prepare, and edit correspondence and reports containing information that requires thorough knowledge of policies, procedures, and data sources.
• Work with key stakeholders to draft the Dean’s event remarks.
• Assist the Dean, administrators, and committee chairs in the law school’s process for Promotion, Tenure, and Reappointment (PTR) for faculty and staff.
• Assist the Dean, administrators, and committee chairs in the law school’s process for faculty and staff hiring as needed.
• Collect, compile, organize documents, and manage the submission process of faculty annual reports and related materials to the Dean and schedule faculty’s annual review meetings with the Dean.
• Work collaboratively with colleagues in the Dean’s Suite to draft, distribute, and process correspondence related to personnel matters as needed.
• Assist the Dean in cultivating donor and alumni relationships through correspondence and coordination of donor stewardship, receptions, and events.
• Lead, plan, and coordinate special projects, programs, and events assigned by the Dean.
• Maintain an organized filing system for accurate record-keeping.
• Review, develop, and implement administrative processes that improve efficiency and effectiveness within the Dean's Office.
• Stay abreast of changes to University policies and procedures and modify practices as necessary.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree and at least four years of executive administrative support experience.
• Excellent written, verbal, and interpersonal communication skills.
• Excellent time management skills and ability to manage multiple priorities and deadlines simultaneously.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to work independently and collaboratively in a team environment with individuals of diverse backgrounds, experiences, and perspectives.
• Experience handling confidential information with discretion and professionalism.
• Ability to work occasionally on weekends and evenings.
• Proficiency with Microsoft Office Suite, including Outlook, Word, SharePoint, and Teams.

Preferred Qualifications

• Five or more years of executive administrative support experience.
• Experience supporting senior leadership within higher education or legal organizations.
• Familiarity with higher education policies, governance, and administrative processes.
• Familiarity with legal education and the legal profession.
• Familiarity with Kuali, Felix, CORE, or similar enterprise systems.

Compensation And Benefits

The hiring range for this position is 70,000 to $85,000. An offer of employment, if made, will be commensurate with the successful candidate’s skill and experience, as determined by the University.

For more information about benefits and other offerings available to University employees, we encourage you to review the Human Resources website and explore the sections under the Benefits & Leaves header at the top of the page. Under Benefits & Leaves, select Benefits to access an overview as well as additional information on topics such as paid time off, benefits, retirement, and other resources. As you explore these pages, please note that this position is covered by the University of Connecticut Professional Employees Association (UCPEA) and look for information specifically identified for UCPEA, as provisions may vary by employee group.

APPOINTMENT TERMS

This is a full-time, permanent position that requires occasional weekend and evening work. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

All employees are subject to adherence to the State Code of Ethics.

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, ethnicity, religion, age, sex, marital status, national origin, ancestry, sexual orientation, genetic information, physical or mental disabilities, veteran’s status, status as a victim of domestic violence and/or sexual assault and/or trafficking in persons as defined by Connecticut law, prior conviction of a crime, workplace hazards to the reproductive systems, or gender identity or expression.

The University of Connecticut is an AA/EEO employer including for Disability and Veteran status.