| Job Description: |
The Executive Administrative Assistant provides high-level administrative support to the Associate Dean for Personnel Affairs & Community Engagement, including managing calendars, travel, communications, and special projects. This role also supports faculty recruitment, HR processes, payroll, and compliance tracking. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities with minimal supervision. Acting as a key point of contact, the Executive Administrative Assistant communicates with internal and external stakeholders on behalf of the Associate Dean. The ideal candidate is proactive, professional, and experienced in supporting senior leadership in a fast-paced environment.
Executive Administrative Support
- Provides high-level administrative and strategic support to the associate dean, including complex calendar management, confidential correspondence, preparation of high-impact presentations, and meeting briefings.
- Serves as a liaison and provides triage, evaluating and prioritizing requests for information, identifying urgent matters, and ensuring timely execution of follow-ups on behalf of the associate dean.
- Oversees daily operations of the associate dean’s office, ensuring seamless coordination of communications, meetings, and document preparation, including detailed meeting minutes and sensitive correspondence.
- Provides comprehensive coordination and administrative support for faculty recruitment processes, managing timelines, documentation, and communications from initiation through final onboarding.
- Develops high-quality executive-level presentations, reports, and materials to support internal and external meetings, retreats, and strategic planning sessions.
- Coordinates logistics for meetings and events, including room reservations, A/V equipment, catering, and material preparation, ensuring all elements are in place for successful execution.
- Monitors and maintains office supply inventory, placing cost-effective orders and proactively anticipating needs.
- Manages or contributes to special projects and initiatives in support of the Dean’s Office, demonstrating flexibility, discretion, and a solutions-oriented approach.
- Anticipates the evolving needs of the associate dean, proactively identifying ways to enhance efficiency and effectiveness.
- Independently manages all domestic and international travel logistics for the Associate Dean, including itinerary planning, registration for conferences/meetings, and timely processing of travel authorizations, reimbursements, and expense reports.
HR Recruitment & Onboarding
- Serves as a subject-matter expert and primary point of contact for all aspects of faculty and staff recruitment within the Lastinger Center (LC), including position postings, interview processes, veterans’ preference rules, international hires, and compliance requirements.
- Guides search committees and hiring authorities on recruitment strategies, best practices, and compliance timelines, ensuring successful execution of hires aligned with institutional and HR policy.
- Coordinates advertisement placements and facilitates candidate communication and documentation throughout the recruitment cycle.
Payroll & Time & Labor Oversight
- Oversees biweekly payroll and time/labor processes for all LC associates, ensuring accuracy and compliance with University and departmental standards.
- Reviews payroll reports and timesheets, resolves discrepancies, and submits necessary corrections in collaboration with central HR and payroll teams.
- Manages compliance with time and labor reporting requirements, ensuring timely approvals and proactive issue resolution.
HR Administration & Compliance
- Acts as Level 1 reviewer for HR transactions, including reclassifications, special pay increases (SPIs), FTE changes, administrative supplements, and position updates.
- Reviews and processes sensitive HR documents such as nepotism disclosures, outside activity forms, FMLA documentation, and terminations, ensuring compliance with institutional policy.
- Tracks deadlines and renewals for mandatory forms and approvals, ensuring timely submission and escalation when needed.
Training & Outside Activity Monitoring
- Monitors compliance with mandatory training across all personnel types; compiles and analyzes quarterly compliance reports and flags trends or gaps to leadership.
Other duties as needed to support the associate dean and college
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