Assistant to Dean - 500340
University of Richmond

Job Info

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SUMMARY

This position serves as the executive assistant to the Dean of the Law School, managing all aspects of the Dean's schedule, communications and events as well as providing administrative support for the Associate Dean for Faculty Development, Associate Dean for Students Support and the Assistant Dean for Diversity, Equity, Inclusion and Belonging (DEIB). The position also manages the faculty hiring process along with academic events and serves as the primary point of contact for academic visitors and guests. Finally, the position oversees the three administrative assistants and coordinators who support the faculty.

RESPONSIBILITIES:

Dean's Executive Assistant

• Proactively manages the Dean's daily schedule through control of her/his calendar and keeps the Dean apprised of important deadlines, events, assignments, and meetings in a timely fashion;
• Organizes and facilitates meetings hosted or led by the Dean, including scheduling and coordinating dates/times, venues, catering, arranging technology, providing agendas; providing administrative support and follow up on matters arising from such meetings;
• Accepts or rejects invitations to events/meetings, anticipating and resolving time conflicts and effectively handling meeting prioritization with tact and sound judgment;
• Provides project management and oversight for assigned projects;
• Provides administrative support for the Dean's teaching and scholarly activities;
• Makes travel arrangements, prepares travel documents, and handles expense reimbursements;
• Prepares, proofs, and/or edits memos or letters for the Dean's signature;
• Works with the Provost's Office to assure timely submission of tenure and promotion materials, sabbatical requests and materials for the Board of Trustees;
• Works closely with the Dean on matters involving the Dean's Office, faculty, students, Admissions, Development, Career Services, Library, and administrative offices, to be well informed to answer inquiries if needed; interact with various administrative offices on campus including Presidents, Provosts, Deans, and Human Resources;
• Maintains AALS Faculty Directory;
• Maintains Box folders for Faculty Meeting Minutes and Law School Policy.

Administrative Support for Associate/Assistant Deans

• Schedules meetings, including arranging locations and catering for Associated Dean for Faculty, Associate Dean for Student Success and Assistant Dean for DEIB,
• Handles expense and travel reimbursements for the Associate Deans and the Assistant Dean for DEIB;
• Provides administrative support for the teaching and scholarly activities of the Associate Deans.;

Visitors, Guests and Academic Events

• Working with the Associate Dean for Faculty Development, coordinates, schedules, and executes internal and external faculty development events, including Emroch faculty colloquy series, summer workshop series, and idea incubator workshop series;
• Provides support for the Law & Business and Criminal Justice Forums including scheduling rooms and catering and making arrangements for off-site lunches and dinners;
• Serves as serve primary contact for distinguished visitors and guests such as colloquy speakers and panelists including managing travel, hotels and reimbursements.

Faculty Hiring and Appointments

• Manages all administrative aspects of law school's faculty appointments process, including tracking of confidential law faculty applications, dissemination of applications to appropriate committee members, recording and collating confidential votes on applications, and ensuring return correspondence to candidates.
• Serves as primary point of contact for faculty candidates chosen for on-campus interviews, and manage logistics of full-day campus interview schedule for each candidate, including recruiting dinners, job talk lunches, and accommodations.

Supervise Faculty Administrative Assistants and Coordinators

• Supervise faculty Administrative Assistants and Coordinators including training, professional development, evaluating performance, assuring appropriate workload allocations and making recommendation for personnel actions as needed.

QUALIFICATIONS:

• Knowledge of legal terminology helpful
• Knowledge of higher education
• Managerial and administrative experience
• Excellent interpersonal skills
• Ability to multi-task
• Strong organizational skills
• Strong attention to detail
• Excellent written and verbal skills
• Excellent decision making skills
• Discretion in handling sensitive and confidential information
• Proficiency in Microsoft Word, Excel and Outlook, Banner, Blackboard and Banner Web; knowledge of Cascade and Visio

EDUCATION & EXPERIENCE:

• Bachelor's degree;
• 4-5 years administrative or events experience;
• Supervisory and higher education experience ideal, but not required.

WORK HOURS:

• Full-time, non-exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:

Pay Grade 5 (Hiring Range $19.72 to $26.13 per hour)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

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