Executive Secretary II

The Executive Secretary manages key administrative processes for the Associate Deans; leads and implements projects and policy workflows; supports faculty appointment and recruitment logistics; coordinates administrative planning for College programs, workshops, and events under the College’s distributed event model; manages College-wide room scheduling conflict resolution; and provides operational and communication support for the Dean’s Suite. 

DUTIES AND RESPONSIBILITIES 

Administrative Support for Associate Dean of Academic Affairs, Associate Dean for Faculty Affairs, and Dean’s Suite Leadership 

• Manage schedules for the Associate Deans, anticipating conflicts and coordinating across departments and stakeholders. 

• Prepare reports, create charts and graphs, and develop PowerPoint presentations using existing databases and Excel. 

• Draft, format, and distribute correspondence; manage part-time faculty communication lists; and post College events to relevant calendars. 

• Arrange travel and process expense reimbursements. 

• Assist with the administrative coordination for the faculty appointment processes, including logistics for job talks and candidate visits. 

• Assist with the College’s event-support process and route inquiries appropriately. 

Lead Projects, Policy Implementation, and Program/Event Coordination 

• Lead and coordinate administrative projects under the direction of the Associate Deans, including projects involving multiple departments, stakeholders, or recurring College processes. 

• Coordinate administrative planning and support for College programs, workshops, conferences, symposia, and faculty-sponsored activities assigned to the Dean’s Suite or Associate Deans, including scheduling, communications, logistics, and coordination with appropriate campus partners. These responsibilities focus on project management and administrative execution rather than serving as the College-wide lead for high-level event sponsorship or external event strategy. 

• Coordinate multi-departmental support with Marketing and Communications, IT/AV, facilities, and other campus partners as appropriate. 

• Support faculty recruitment logistics from job talks through post-offer visits. 

• Coordinate major projects involving part-time faculty, including updating profiles, monitoring the annual adjunct budget, and managing evaluation processes. 

• Create and update forms to support policy implementation and regularly used administrative workflows. 

• Coordinate posting, collection, and dissemination of student class evaluations. 

• Assist the Associate Dean for Academic Affairs with review of grade submissions. 

• Plan administrative details for Dean’s Suite-sponsored activities such as part-time faculty orientation and advisory meetings. 

Dean’s Suite Operations and Room Scheduling Coordination 

• Serve as the College-wide coordinator for addressing room scheduling conflicts, ensuring appropriate prioritization of events, classes, and meetings. 

• Serve as backup in responding to Dean’s Suite space requests and reserving University spaces as needed. 

• Assist the Dean’s Executive Assistant with recruiting, scheduling, and supervising student employees. 

• Support daily Dean’s Suite operations, including supply management, mail handling, and maintenance of digital and physical organizational systems. 

• Maintain strong familiarity with the Executive Assistant to the Dean’s responsibilities and provide backup support as needed. 

Records Management 

• Maintain part-time faculty records, contact information, distribution lists, and related documentation. 

• Maintain and post faculty hiring materials and charts. 

• Oversee recordkeeping protocols for the Dean’s Suite in accordance with University retention standards. 

Technology and Data Coordination 

• Assist the Chief of Staff with data collection and monitoring for accreditation and external reporting. 

• Analyze course offerings and part-time faculty profiles to support academic planning. 

• With the approval of the Chief of Staff, leverage new technologies to increase efficiency of operations and collaboration within and with the Dean’s Suite. 

SUPERVISORY RESPONSIBILITIES 

May supervise student workers in the Dean’s Suite.