Working under general direction, the coordinator, will manage the Weatherhead School of Management Co-Deans’ calendars, plan and execute the co-deans travel, schedule (including academic, corporate, and development-related trips), and maintain the daily functions of the office of the deans. Uphold the highest level of confidentiality, discretion, and sensitivity.
Responsible for ensuring that standards and protocol for the Deans office are followed for all meetings, programs, and activities by using exceptional interpersonal and organizational skills for seamless execution of daily activities. Perform, significant and time-sensitive work requiring both excellent judgment and the greatest level of discretion of a confidential nature with limited supervision while at the same time recognizing those matters that require guidance from higher-level administrators. Handle large volumes of confidential university information, documents, and correspondence. Exercise appropriate discretion in gathering adequate details to determine the level of priority for meetings and events to be included in the Deans’ schedule. (20%)
Coordinate and secure logistical details for all on- and off-site appointments for the Deans office. Proactively anticipate and arrange travel to and from appointments as needed. Confirm the Deans’ domestic and international travel, including hotel, airline and ground transportation. Develop detailed travel itineraries for the Deans, ensuring that relevant offices provide all pertinent background materials, confirmations, and contact information. Prepare necessary travel expense forms following each completed trip. Triage questions/issues and recognize when issues require additional feedback before decisions are made. Make adjustments on short notice as urgent shift in priorities change. (15%)
Through independent judgment and personal interaction, organize and manage deans’ development trips. Make initial contact with prospects to build rapport and cultivate relationships to secure meetings with the Deans. Access the advance database when necessary to secure contact information and other relevant details for scheduling. Conduct research on university alumni and donors using the Advance database. Create briefs and contact reports on behalf of the Deans to document activity with donors, including meetings, phone calls, correspondence, etc. (20%)
Screen telephone calls to the deans and manage accordingly, using appropriate judgement and discretion. Field calls from parents, students, and members of the community and direct inquires, delicate matters, and problems to the proper person/department on campus. (10%)
Screen incoming mail and route to appropriate departments/individuals. Replat complete and accurate messages to appropriate parties in a timely way. (10%)
Manage and monitor budget records for the Office of the Deans. Authorize expenditures in accordance with budget. Process and reconcile financial documents, including purchase requisitions, travel and expense reimbursements, and invoices using the PeopleSoft system. Ensure accuracy of charges reflected on the Office of the Deans accounts by reconciling operating expenses statements. Identify and resolve any discrepancies and process journal entries when necessary. (15%)
Perform other duties as assigned. (<1%)
Department/School: Daily contact with supervisor, Deans, and departmental staff. Daily contact with faculty and staff outside of department.
University: Contact with Development, Provost, President’s office, and other university departments on an as needed basis.
External: Contact with travel and accommodation vendors, caterers, and scheduled visitors as needed.
Students: Contact with students.
No direct supervision of staff employees
Experience: 5 years of related secretarial experience or similar experience required.
Education: High school education required.
Professional demeanor and a high level of confidentiality based on the sensitivity of information discussed within the Dean’s Office suite.
Excellent customer/ client service skills, ability to create a professional and welcoming environment for visitors. Ability to speak with donors, visitors, faculty, and staff and attend to their needs in the dean’s office.
Excellent communication skills. Effective verbal and written communication. Ability to prepare written work documents and email communications as appropriate for the needs of the audience. Ability to give full attention to what others are saying, take time to understand the points being made, and ask questions as appropriate. Ability to interact with colleagues, supervisors, and customers face to face.
Skill and comfort level working in Microsoft Excel and other basic office software.
Ability to actively learn, understand the implications of new information for both current and future problem-solving and decision-making.
Ability to operate copy and fax machines to perform calculations and produce documents.
Ability to meet consistent attendance.
General office environment. Will perform repetitive motion using computer mouse and keyboard to type.