Executive Assistant to the Dean (Program Management Specialist)

The Chronicle Of Higher Education, Inc.; Bloomington (IN); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Comprehensive medical and dental insurance

Tuition subsidy for employees and family members

Generous paid time off plans

Paid leave for new parents

Job summary

The Chronicle Of Higher Education, Inc. is seeking an Executive Assistant to the Dean for the School of Public Health in Bloomington. This role involves high-level administrative support to the Dean, including managing the Dean's complex calendar, drafting correspondence, and serving as a primary point of contact.

Strong communication skills, office experience, and a Bachelor's degree are required. The successful candidate will maintain confidentiality, manage multiple priorities, and work in a dynamic environment within the School.

Qualifications

• Education beyond the minimum may substitute for work experience.
• Work experience beyond the minimum may substitute for education.

Responsibilities

• Manages the Dean's calendar, meetings, travel, and scheduling priorities.
• Drafts and prepares letters of recommendation and other communications.
• Serves as a liaison between the Dean's Office and internal/external stakeholders.
• Coordinates meetings, events, and related logistics for the Dean.
• Tracks and manages conflict-of-interest disclosures and related documentation.
• Maintains confidential records and supports timely completion of administrative priorities.

Skills

Proficient written and verbal communication skills

High degree of professionalism

Time management and priority setting skills

Commitment to quality

Flexibility to work in a fast-paced environment

Exceptional organizational skills

Education

Bachelor's degree

Job description

Department

School of Public Health - Blooomington (SPH-B)

Department Information

The School of Public Health - Blooomington (SPH-B) is the third largest school on the Bloomington campus, with over 4,000 undergraduate students and over 500 graduate students enrolled in a given academic year, 220 faculty, and 130 staff in 5 departments (Applied Health Science, Environmental and Occupational Health, Epidemiology and Biostatistics, Health and Wellness Design, and Kinesiology). Several research and service centers operate within and across these units.

SPH-B has a commitment to promote health among all people through integrated multidisciplinary approaches to scientific endeavors, creative activities, educational practices, and community engagement. As an accredited school of public health, SPH-B ensures that its curriculum is grounded in foundational public health knowledge and skills.

Job Summary

The Executive Assistant to the Dean serves as a key member of the Dean's Office, providing high-level administrative and operational support to the Dean of the School of Public Health-Bloomington. This position is responsible for managing and coordinating the Dean's complex calendar and scheduling priorities, serving as a primary point of contact for internal and external stakeholders, and ensuring the efficient flow of information and communications. The Executive Assistant drafts and prepares correspondence on behalf of the Dean, including letters of recommendation, official communications, reports, and other written materials.

Department-Specific Responsibilities

• Manages the Dean's calendar, meetings, travel, and scheduling priorities.
• Drafts and prepares letters of recommendation, correspondence, and other communications.
• Serves as a liaison between the Dean's Office and internal and external stakeholders.
• Coordinates meetings, events, and related logistics for the Dean.
• Tracks and manages conflict-of-interest disclosures and related documentation.
• Maintains confidential records and supports the timely completion of administrative priorities.

General Responsibilities

• Collaborates with team members to develop program objectives and create policies to meet them.
• Coordinates program operation with all collaborative units.
• Monitors progress and maintains all necessary databases.
• Actively recruits program participants and researches new venues and methods of recruitment.
• May provide guidance to support and temporary staff and coordinates workflow for the program.
• Researches available grants and assists creating funding proposals that further advance support of the program.
• Writes grant reports.
• Administers program budgets.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Education

Required

• Bachelor's degree.

Skills

Required

• Proficient written and verbal communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.

Preferred

• Exceptional organizational skills.
• Sound judgment and discretion in handling confidential information.
• Ability to manage multiple priorities in a fast-paced academic environment while supporting the strategic goals and mission of the School.

Working Conditions / Demands

This role requires the ability to effectively communicate and operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Benefits Overview

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.

Job Classification

Career Level: Core

FLSA: Exempt

Job Function: General Administration

Job Family: Program Management

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

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