Special Assistant to the Dean

Special Assistant To The Dean

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department : School of Public Affairs

Time Type : Full time

Job Type : Regular

FLSA Status : Exempt

Work Modality : Full On Campus Presence

Union : Excluded

Job Description : The Special Assistant to the Dean is primarily responsible for providing administrative support and assistance to the Dean of the School of Public Affairs. Advocates and supports the Dean's agenda. Serves as a liaison between the Dean and the Dean's staff, University central administration, the school, other units, and external constituencies. The position works closely with members of the Dean's leadership team, administrators and faculty within SPA, administrators in the President's Office, Provost's Office, Office of Campus Life, Office of Development, all other academic and non-academic units at American University, and other external constituents.

The Special Assistant keeps in close and regular connection with the Dean to stay abreast of the Dean's priorities, evolving issues and concerns, enabling the Special Assistant to act as a main point of contact for the larger school body, staff, and faculty to the Dean.

This position reports directly to the Dean and manages the allocation of the Dean's time and prepares background materials and minutes for meetings for the Dean, and drafts and edits Dean's communication with external and campus constituencies. This position acts as primary and confidential assistant to the Dean of SPA.

Essential Functions :

1.) Calendar Management

Manages the Dean's calendar. Schedules and confirms individual meetings for the Dean as well as prepares the calendar for leadership team and all-SPA meetings. Assists in coordinating logistics for meetings and preparing agendas. Prepares necessary technology in advance of meetings. Ensures meetings are starting on time. Takes and shares meeting minutes, if requested. Prepares Dean for special events such as commencement and the SPA Awards Ceremony.

2.) Communication and Public Relations

Assists Dean with communications. Drafts emails and messages from the Dean. Compiles information for Dean's weekly emails. Monitors the Dean's office target emails. Manages the membership of the list serves for the SPA community. Updates the organizational charts of SPA to share with the community. Assists with the Dean's social media accounts.

3.) Office Management

Manages the Dean's Office Suite. Oversee the management of SPA's space including conference rooms, office assignments, and access to space. Coordinates improvements to the building. Collects schedules for all staff at the start of each term.

4.) Travel Coordination

Arranges and coordinates travel and travel reimbursement for the Dean. Identifies and books travel for Dean. Tracks receipts and submits reimbursements.

5.) Personnel Management

Supervises and coordinates the work of one full-time employee, Facilities and Operations Coordinator, and possibly student workers. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems.

6.) Other Duties

Other duties as assigned.

Supervisory Responsibility :

This position supervises the Facilities and Operations Coordinator for the School of Public Affairs.

Position Type / Expected Hours of Work :

Full-Time.

35 hours per week.

This position will work in the office every day.

Salary Range :

$64,074 - $75,000 annually.

Required Education and Experience :

Bachelor's degree with a minimum of five years of progressively responsible experience in higher education administration.

3 - 5 years of relevant experience in management, preferably higher education.

Preferred Education and Experience :

Master's degree.

Supervisory experience.

Knowledge of human resource applications like Workday preferred.

Additional Eligibility Qualifications :

Excellent verbal and written communication skills.

Ability to write a variety of documents that effectively present information to top management and external groups.

Demonstrated ability to identify goals, plan and execute complex projects independently.

Demonstrated ability to work with a diverse range of people in various circumstances.

Time management skills, attention to detail, and multitasking.

Demonstrated ability to use independent judgment and discretion with minimal supervision.

Highly developed interpersonal skills, ability to deal properly with confidential material, and the ability to represent the Dean within a variety of activities.

Advanced knowledge of Microsoft Office Suite.

Additional Information :

A very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information within the Dean's Office.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.

Other Details

Hiring offers for this position are contingent on successful completion of a background check.

Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

American University is an E-Verify employer.

American University current employees must apply through their employee Workday account.

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.