Executive Assistant to the Dean of Libraries

Binghamton University; City of Binghamton (NY); Vor Ort; USD 75.000 - 85.000; Vollzeit

Zusammenfassung

Binghamton University seeks an Executive Assistant to support the Dean of Libraries. This role manages the Dean's calendar, coordinates meetings and events, supports special projects, and ensures timely follow-through on priorities.

The position requires initiative, discretion, and strong organizational skills to work with faculty, staff, and external partners. The Executive Assistant will also handle confidential personnel processes, coordinate HR documentation, and communicate with Human

Qualifikationen

• Bachelor's degree required.
• At least 2 years of administrative experience.
• Proficiency in standard office software and practices.

Aufgaben

• Serve as a key liaison between the Dean and faculty, staff, students, and external partners.
• Manage the Dean's calendar, schedule, and logistics, including meetings and events.
• Prepare the Dean for meetings by coordinating agendas and materials; track follow-ups.
• Coordinate domestic and international travel for the Dean, including itineraries and reimbursements.
• Coordinate special projects and assignments for the Dean, tracking timelines and deliverables.
• Provide confidential administrative support to faculty processes, including documentation and HR communications.
• Draft and distribute correspondence, reports, and meeting materials for the Dean.

Kenntnisse

Interpersonal skills

Organizational skills

Communication skills

Ausbildung

Bachelor's degree

Tools

Google Docs

Microsoft Word

Excel

PowerPoint

Jobbeschreibung

About Binghamton University:

Binghamton University is a premier public R1 research institutionin the State University of New York (SUNY) system that unites morethan 130 broadly interdisciplinary educational programs with someof the most vibrant research in the nation. Our unique character -shaped by our mission, outstanding academics, facilities, andcommunity life - promotes extraordinary student success, research,and service; Binghamton University is where our students, facultyand staff thrive.

Working at Binghamton University is more than about having a greatjob - it is about having the opportunity to flourish in anexciting, engaging environment. Our faculty and staff appreciateBinghamton's collegial and inclusive culture and its commitment toexcellence, education, innovation and civic engagement. Our diversecampus community contributes to our success.

Binghamton merges rigorous academics, distinguished faculty whovalue cutting-edge, and community-engaged research, teaching andservice, exceptional staff, and ultramodern facilities to engageand challenge its 18,000+ students. Our high-achieving student bodyrepresents diverse experiences from first-generation college-goersto international students. Beyond their talent, these classmatesshare a desire to shape the future through technology, insight,intellectual exploration, and community service.

We are an affirmative action/equal opportunity employer, and inkeeping with this commitment, we welcome all to apply, includingveterans and persons with disabilities.

Job Description:

Budget Title: Staff Associate (SL-4)

Salary: $75,000 - $85,000

The Executive Assistant to the Dean plays a pivotal role insupporting the Libraries' mission, strategic priorities, andoperations by providing high-level administrative andorganizational support to the Dean. The position serves as a keyliaison between the Dean, faculty, staff, students, Universityoffices, and external partners and is responsible for managing theDean's calendar, coordinating meetings and events, supportingspecial projects, and ensuring timely follow-through onpriorities.

The Executive Assistant works closely with the Dean to anticipateneeds, manage competing priorities, and coordinate theadministrative processes necessary to support the Dean'sresponsibilities. The position requires initiative, sound judgment,discretion, strong organizational skills, and the ability toindependently manage multiple priorities. The Executive Assistantis expected to handle routine matters independently, identifyissues requiring the Dean's attention, and ensure that commitmentsand assignments move forward in a timely manner.

The position also provides confidential administrative support tothe Dean for specific personnel and faculty processes, includingcompleting and coordinating required documentation, trackingapprovals and deadlines, and communicating with Human Resources andother University offices as directed by the Dean.

The Executive Assistant reports directly to the Dean of Librariesand works closely with senior Library leadership and administrativestaff. The successful candidate will be highly organized,proactive, responsive, and comfortable working with sensitiveinformation and with individuals at all levels of the Universityand beyond.

The position offers the opportunity to work closely with seniorleadership and contribute directly to initiatives that advance theLibraries' strategic priorities and operations.

• Serve as a key liaison between the Dean and faculty, staff,students, University offices, external partners, and professionalorganizations, ensuring timely and accurate communication.
• Manage the Dean's calendar, schedule, and logistics, exercisingjudgment in coordinating meetings, committees, events, andcompeting priorities.
• Prepare the Dean for meetings and engagements by coordinatingagendas, gathering information and materials, preparing documents,and tracking follow-up items.
• Arrange domestic and international travel for the Dean,including transportation, accommodations, itineraries,reimbursements, and related documentation.
• Coordinate meetings, events, and other engagements involvingthe Dean, collaborating with appropriate Library and Universityoffices.
• Coordinate special projects and assignments on behalf of theDean, including tracking timelines, communicating withstakeholders, monitoring deliverables, and ensuringfollow-through.
• Anticipate and respond to the Dean's administrative needs,independently addressing routine matters and bringing issuesrequiring the Dean's attention forward in a timely manner.
• Provide confidential administrative support to the Dean forfaculty personnel processes, including tenure and promotion,reappointment, evaluation, sabbatical, and related processes.
• Complete and coordinate HR forms and other requireddocumentation for faculty personnel actions initiated or approvedby the Dean; track required approvals and deadlines and communicatewith Human Resources and other University offices as directed.
• Maintain confidential records and information with a highdegree of discretion and professionalism.
• Draft, edit, finalize, and distribute correspondence, reports,presentations, meeting materials, and other communications onbehalf of the Dean.
• Monitor ongoing tasks, commitments, and deadlines andproactively follow up with appropriate individuals to ensure timelycompletion.
• Coordinate the Dean's participation in professional, campus,and community activities, including communication and logisticalarrangements.
• Collaborate with senior Library leadership and administrativestaff to coordinate priorities and support effective Libraryoperations.
• Identify opportunities to improve administrative processes anddevelop more efficient workflows and procedures within the Officeof the Dean.
• Participate in professional development, compliance training,and committees as appropriate.
• Participate in a work culture that promotes diversity andanti-racism and actively works to eliminate or mitigate the effectsof systemic racism and bias.

Requirements:

• Bachelor's degree
• At least 2 years of administrative experience
• Effective interpersonal, organizational, and communicationskills
• Proficiency in standard office software (e.g., Google Docs,Microsoft Word, Excel, PowerPoint)
• Ability to manage multiple priorities and maintainconfidentiality

Preferred:

• Experience supporting senior executives or managers in anadministrative capacity
• Experience working in higher education or comparableorganizational settings
• Familiarity with academic policies, faculty processes, anduniversity operations
• Experience using scheduling tools
• Experience coordinating travel and events, includinginternational arrangements
• Flexibility and adaptability to dynamic office settings andevolving priorities

Visa sponsorship is not available for this position. If youcurrently need sponsorship or will need it in the future tomaintain employment authorization, you do not meet eligibilityrequirements. Additionally, please note that BinghamtonUniversity is not an E-Verify employer.

Additional Information:

Offers of employment will be contingent upon successful completionof a pre-employment background check and verification of degree(s)and credentials

Binghamton University is a tobacco-free campus.

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed "To the Search Committee".

Postings active on the website, accept applications untilclosure.

For information on the Dual Career Program, please visit https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html

Equal Opportunity/Affirmative Action Employer

The State University of New York is an EqualOpportunity/Affirmative Action Employer. It is the policy ofBinghamton University to provide for and promote equal opportunityemployment, compensation, and other terms and conditions ofemployment without discrimination on the basis of age, race, color,religion, disability, national origin, gender identity orexpression, sexual orientation, veteran or military service memberstatus, marital status, domestic violence victim status, geneticpredisposition or carrier status, or arrest and/or criminalconviction record unless based upon a bona fide occupationalqualification or other exception.

As required by Title IX and its implementing regulations BinghamtonUniversity does not discriminate on the basis of sex in theeducational programs and activities which it operates. Thisrequirement extends to employment and admission. Inquiries aboutsex discrimination may be directed to the University Title IXCoordinator or directly to the Office of Civil Rights (OCR).Contact information for the Title IX Coordinator and OCR, as wellas the University's complete Non-Discrimination Notice may be foundhere .

Binghamton University is committed to providing access, equalopportunity, and reasonable accommodation for individuals withdisabilities in employment, its services, programs, and activities.To request reasonable accommodation to participate in the jobapplication or interview process, contact the ADA Coordinator by completing the Reasonable Accommodation Request Form .