Executive Assistant for Vice Dean

ADP, Inc.; New York (NY); On-site; USD 68,000 - 75,000; Full time

Benefits offered by this job

Paid time off

Retirement plan

Tuition scholarship

Summer Friday PTO

Job summary

Brooklyn Law School is seeking an Executive Assistant for the Vice Dean to support administrative, operational, and strategic functions in Brooklyn, NY. The role requires exceptional organizational, communication, and confidential handling of information on a daily basis.

The successful candidate will manage the Vice Dean’s calendar, coordinate meetings (including hybrid/remote), prepare materials for committees and events, and liaison with Registrar, HR, Finance, and Communications.

Qualifications

• Minimum of 3 years experience in high-level administrative support.
• 5-7 years’ experience in higher education.
• Excellent organizational and time management skills.
• Strong ability to manage multiple priorities.
• High level of professionalism, discretion and confidentiality.
• Strong interpersonal skills.
• Ability to adapt to shifting priorities and manage competing deadlines in a fast-paced environment.
• Proficiency with Microsoft Office, Zoom, Outlook, and document sharing tools.

Responsibilities

• Maintaining confidential salary information and letters for Adjunct faculty, Professors of Practice, and Visiting Professors.
• Maintaining records related to the BLS instructional program, including course syllabi, faculty annual reports, accreditation, and similar matters.
• Preparing academic materials for Board of Trustees meetings.
• Assisting the BLS Status Committee in its preparation of materials for its meetings on contract renewal, promotion, and tenure and preparing such information for BOT meetings.
• Assisting and supporting the work of all faculty committees in their preparation of committee materials and work product.
• Preparing CLE certifications for all faculty.
• Updating all major academic policy documents, including the Student Handbook, Faculty Handbook, Adjunct Handbook, and Regulations on Tenure and Promotion.
• Liaising with Registrar, HR, Finance, Communications regarding faculty charges, adjunct faculty hiring, and numerous administrative matters pertaining to the faculty or academic program.
• Preparing certain materials related to official BLS events, such as Convocation and Graduation, including Graduation Prizes and the Graduation Program.
• Maintaining records, including correspondence between the Vice Dean and students regarding academic policies.
• Managing work-related travel, reimbursements, and paperwork for the Vice Dean.
• Assisting the Vice Dean with the Vice Dean’s calendar and setting up meetings, including hybrid/remote meetings from the dean’s conference rooms
• Providing classroom assistance to the Vice Dean regarding the Vice Dean’s course, including tracking attendance, posting (as necessary) materials on Canvas, and arranging for Zoom recordings as needed.
• Providing assistance to the Vice Dean regarding the Vice Dean’s own scholarly activities.

Skills

Organizational skills

Time management

Discretion & confidentiality

Multitasking

Interpersonal skills

Adaptability

Strong communication

Tools

Microsoft Office

Zoom

Outlook

Document sharing tools

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant for Vice Dean

Vice Dean Academic Affairs 250 Joralemon, Brooklyn, NY, US

3 days ago Requisition ID: 1189

Salary Range: $67,500.00 To $75,000.00 Annually

POSITION: Executive Assistant for Vice Dean

REPORTS TO: Vice Dean

STATUS:Full-time, Exempt

RANGE:$67,500 - $75,000

Founded in 1901, Brooklyn Law School is a distinguished, independent law school located in Downtown Brooklyn, New York. The Law School is searching for a EA for the Vice Dean to join our team. The Law School’s size, vibrant employee and student population, and commitment to training the next generation of lawyers and promoting social justice, will offer a candidate the opportunity to develop and diversify practical skills and participate firsthand in operating a successful educational institution.

The Executive Assistant plays a critical role in supporting the administrative, operational, and strategic functions of the Vice Dean’s Office at Brooklyn Law School. This position requires exceptional organizational, communication, and interpersonal skills, and a high level of discretion and professionalism. The Executive Assistant will serve as a key liaison between the Vice Dean and internal and external stakeholders, ensuring the efficient coordination of daily activities and long-term initiatives.

Responsibilities for Vice Dean’s office include:

• Maintaining confidential salary information and letters for Adjunct faculty, Professors of Practice, and Visiting Professors.
• Maintaining records related to the BLS instructional program, including course syllabi, faculty annual reports, accreditation, and similar matters.
• Preparing academic materials for Board of Trustees meetings.
• Assisting the BLS Status Committee (a faculty committee) in its preparation of materials for its meetings on contract renewal, promotion, and tenure and preparing such information for BOT meetings.
• Assisting and supporting the work of all faculty committees in their preparation of committee materials and work product.
• Preparing CLE certifications for all faculty.
• Updating all major academic policy documents, including the Student Handbook, Faculty Handbook, Adjunct Handbook, and Regulations on Tenure and Promotion.
• Liaising with Registrar, HR, Finance, Communications regarding faculty charges, adjunct faculty hiring, and numerous administrative matters pertaining to the faculty or academic program.
• Preparing certain materials related to official BLS events, such as Convocation and Graduation, including Graduation Prizes and the Graduation Program.
• Maintaining records, including correspondence between the Vice Dean and students regarding academic policies.
• Managing work-related travel, reimbursements, and paperwork for the Vice Dean.
• Assisting the Vice Dean with the Vice Dean’s calendar and setting up meetings, including hybrid/remote meetings from the dean’s conference rooms
• Providing classroom assistance to the Vice Dean regarding the Vice Dean’s course, including tracking attendance, posting (as necessary) materials on Canvas, and arranging for Zoom recordings as needed.
• Providing assistance to the Vice Dean regarding the Vice Dean’s own scholarly activities.

Required:

• Minimum of 3 years experience in high-level administrative support
• 5-7 years’ experience in higher education
• Excellent organizational and time management skills
• Strong ability to manage multiple priorities
• High level of professionalism, discretion and confidentiality
• Strong interpersonal skills
• Ability to adapt to shifting priorities and manage competing deadlines in a fast-paced environment
• Proficiency with Microsoft Office, Zoom, Outlook, and document sharing tools

Preferred:

• Familiarity with student services functions and academic administration
• Demonstrated ability to work with students, faculty, and staff in a diverse environment
• Experience coordinating events and managing logistics
• Ability to anticipate issues and proactively solve problemsKnowledge of FERPA
• Experience using Student Information Systems, and in particular, Colleague
• This position is not eligible for a hybrid schedule, as duties must be performed on-site.

Brooklyn Law School has an excellent benefits package that includes sick, personal and vacation paid time off, a generous retirement plan, dependent tuition scholarship Pre K- undergraduate college and additional summer Friday PTO.

Affirmative Action/EEO statement

It is the policy of Brooklyn Law School to be impartial in the treatment of all employees and applicants for employment without unlawful discrimination as to race, creed, religion, color, natural origin, citizenship status, gender, age, veteran status, disability, marital status, union affiliation, political affiliation, sexual orientation or preferences or any other legal protected status.