CPE – Administrative Assistant and Project Manager

Job Description Job Title : Administrative Assistant and Project Manager, College of Professional Education (CPE) Reports To : Chief Online Learning Officer and Dean of the College of Professional Education The Administrative Assistant and Project Manager, College of Professional Education (CPE) manages the daily operations of the CPE office by providing direct administrative assistance to the Chief Online Learning Officer and Dean of the College of Professional Education ( Dean ) with responsibilities including management of their schedule, calendar appointments, phone, travel, coordinating project activities, information retrieval and processing, and other administrative duties.

The Administrative Assistant and Project Manager will also be responsible for the in-person and virtual daily operations of the Office of the College of Professional Education.

The successful candidate must have extensive experience managing a broad range of administrative tasks and projects. The Administrative Assistant will exercise initiative, independent judgment, diplomacy, and have a service-oriented attitude, while utilizing discretion and appropriate judgment regarding sensitive and / or confidential matters.

They will have substantial knowledge and experience with technology, project management applications and an ability to learn new systems quickly.

Essential Duties and Responsibilities :

• Provide executive support to the Dean of the College of Professional Education and the office.
• Ensure the Dean is updated in advance on daily activities which includes preparing and gathering of meeting materials and providing the status of ongoing projects and activities
• Track, anticipate, and prepare for upcoming deadlines, events, and agenda items that require action by the Dean
• Coordinate the Dean’s calendar; schedule appointments and exercise discretion and judgment as to priorities and effective use of their time, use judgment to resolve urgent requests and conflicts.

Organize background materials needed or follow-up documents. Handle all travel arrangements and logistics

• Assist the Dean by independently managing special, ongoing and ad hoc projects, and as needed for the College of Professional Education
• Assist in the preparation of the office budget and recommend actions for office expenditures. Monitor and process expenditures accurately.
• Manage incoming requests to the office; collect, research and analyze information. Decide on a daily basis the best routing for various inquiries
• Manage projects and events that directly impact or relate to the Dean, including outreach and engagement activities with internal constituencies
• Prepare comprehensive and detailed reports utilizing MS Office Suite, present data in a meaningful, logical manner
• Coordinate and work collaboratively with other Administrative and Executive Assistants and university offices to accomplish key tasks and responsibilities of the role
• Initiate communications, handle correspondence, and reply as appropriate and needed on behalf of the Dean
• Review, edit, and proofread correspondences prepared by various offices for Dean’s signature and approval.
• Prepare for events hosted by the College of Professional Education, which may include ordering food, writing / copying agendas, and confirming conference room space and coordinating activities with the Office of University Events.
• Welcome guests, in person and on the telephone and serve as the principal public relations manager for the Dean's office;

answering and directing inquiries as needed

Generate and proofread correspondence; prepare and distribute letters, draft memos, policy documents and other reports and correspondences as needed;

maintain appropriate files and records, both paper and electronic

• Other duties as assigned Qualifications :
• Bachelor’s degree required
• Five years of relevant experience in supporting a senior level administrator is preferred Knowledge, Skills and Abilities :
• Expertise in Microsoft Office - Outlook, Excel, Word, and PowerPoint and other document management tools including OneDrive, Box, and other solutions
• Knowledge and demonstrated experience with project management concepts and tools such as Smartsheet.
• Strong leadership skills and ability to take initiative required
• Ability to establish priorities and meet deadlines
• Availability to work a flexible schedule, including occasional evenings and / or weekends to meet demands of the position
• Strong computer proficiency and the ability to quickly learn and assimilate new systems and information
• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks and demands
• Must be resourceful yet know when to ask questions and for help
• Ability to always maintain and project a professional image with exemplary poise and diplomacy
• Maintain utmost confidentiality and discretion in all things, handling confidential and non-routine information with tact
• Strong customer service orientation
• Excellent communication skills, with the ability to communicate well with both internal and external constituents at all levels
• Excellent attention to detail
• Ability to be both highly efficient and effective
• Ability to plan, organize and control large and small projects through to completion
• Proven ability to work independently and as part of a team
• Ability to accept direction on assignments and work with minimum supervision, building support from colleagues where applicable
• Ability to think critically and to make sound decisions
• Ability to complete complex assignments quickly and with a high degree of quality and accuracy; respond with appropriate urgency to situations that arise and solve difficult problems proactively and efficiently
• Proven track record of handling sensitive information with the highest level of professionalism and confidentiality
• Demonstrated ability to work effectively with individuals from diverse communities and cultures Department College of Professional Education General Submission Guidelines : Please submit an online application to be considered a candidate for any job at Stevens.

Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Still Have Questions? If you have any questions regarding your application, please contact [email protected]. EEO Statement : Stevens Institute of Technology is an Equal Opportunity Employer.

Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.

Stevens is building a diverse faculty, staff, and student body and strongly encourages applications from people of all backgrounds.

Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.

NSF ADVANCE Institution Stevens values diversity and seeks candidates who will contribute to a welcoming and inclusive environment for students, faculty, and staff of all backgrounds.

We are an NSF ADVANCE institution committed to equitable practices and policies and strongly encourage applications from women, racial and ethnic minority candidates, veterans, and individuals with disabilities.

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