Executive Assistant Job Vacancy in Wayne State University Detroit, MI – Latest Jobs in Detroit, MI

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Company Name : Wayne State University
Location : Detroit, MI
Position : Executive Assistant

Job Description : Report administratively to the Dean of the School of Information Science and University Library System and functionally to the Director, Business Affairs Officer. Provide varied confidential, executive administrative support to Senior Library Leadership. Oversee and participate in assigned programs and projects designed to achieve unit goals and objectives. Interface with internal and external constituencies, Board of Visitors, donors, and senior leadership of the University on a consistent basis. Oversee clerical support and professional staff. Functions as the confidential assistant to the Dean.

Oversee the department’s office operations, supervising the Library Administrative staff within the Library Dean’s office consisting of three full-time FTEs and 3 hourly employees. Develop and implement department office systems, processes and procedures to increase department efficiency and productivity. Design and implement office policies that align with university and department objectives. Provide overall leadership and direction to staff. Set expectations & focus, assign duties, delegate ‎‎responsibilities, evaluate activities, prepare performance ‎appraisals & professional development plans. Provide coaching, mentoring and teaching. Manage the ‎‎administrative process for assigned staff including hiring, ‎promotions, terminations, disciplinary procedures, ‎and salary ‎‎adjustments. Provide timely communications to staff.

Compose and/or respond autonomously to calls, written correspondence, emails and other materials on behalf of the Library Dean’s Office Senior Leadership. Represent the Library Dean’s Office Senior Leadership in external and internal meetings, autonomously replying to questions and requests on behalf of the Dean’s Office Senior Leadership. Facilitate meetings when necessary. Serving as the point-of-contact with the Dean’s office, Office of the Provost and other organizational personnel.

Manage the Dean’s calendar. Coordinate with other campus and non-campus offices to schedule meetings, events and activities. Create agendas and prepare notes, minutes, written briefs, presentations and other meeting materials. Coordinate and manage travel arrangements for the Dean.

Lead and participate in projects and special committees. Conduct research on issues of importance, confidentiality and sensitivity producing briefing materials for the Dean and BAO and/or external constituents.

Develop action plans to aid the Dean and the BAO with accomplishing annual goals and objectives. Identify opportunities for improvement and recommend and/or implement solutions.

Oversee the annual process of Promotion and Tenure Committee functions including communications, nominations and elections. Compile, organize, and prepare correspondence in response to inquiries from central administration, accreditation agencies, professional organizations, fundraising participants, students, internal and external contacts and donors.

Other duties as assigned.
Unique Duties
Qualifications
Education Bachelor’s degree

Bachelor’s Degree from an accredited college or university in business administration, communications, or equivalent combination of education and experience.

Experience Specialist (minimum 5 years of job-related experience)

Five years progressively responsible experience providing administrative and operational support, preferably for executives. Previous supervisory experience. Higher education experience preferred.

Knowledge, Skills and Abilities

COMMUNICATION SKILLS: Ability to communicate clearly, concisely, and professionally both orally and in writing. Strong interpersonal skills are required.

PLANNING AND ORGANIZATION: Ability to manage several projects simultaneously, prioritize and plan work activities while meeting respective deadlines. Strong organizational and time-management skills.

ANALYTICAL AND PRESENTATION SKILLS: Ability to evaluate, interpret, and present complex information effectively in professionally prepared documents or presentation. Must possess a demonstrated attention to detail in order to achieve a high degree of accuracy.

TECHNICAL SKILLS: Proficient in the use of complex administrative systems, preferably in the higher educational environment. Proficient with Microsoft Office suite.

ORGANIZATIONAL SKILLS: Ability to work under pressure with tight deadlines. Ability to prioritize office workload and resolve operational problems. Strong time-management skills. Ability to multi-task and function effectively in a fast-paced environment.

PROFESSIONALISM: Must demonstrate and possess a high level of professional integrity, ethics and confidentiality. Ability to work with minimal supervision.

INTERPERSONAL SKILLS: Skilled at working with internal and external customers and providing high levels of customer service. Ability to answer and respond to telephone and walk-in informational inquiries and requests. Ability to work independently and in a team environment.

LEARNING AGILITY: Independent and innovative self-starter who displays an ability to learn quickly and easily adapts to changing situations. Experience researching topics to gain knowledge and understanding when information gaps exist.

TEAMWORK: Ability to collaborate effectively with colleagues within the Law School and other units to gain full understanding of the project and desired outcome; ability to produce high quality and consistent results with assistance of team members; provide support to teammates when tackling complex projects.
Preferred Qualifications
Testing Requirements
Not Applicable
Test Scheduling
Job Type
Full-Time
Job Category
Professional/Administration & Supervisory/Management
Duration of Posting
Fiscal Year of Job Open Date
2022
Job Open Date
(When job is posted in the system)
03-03-2022
Job Close Date
(or until suitable candidate is found)
Until Suitable Candidate is Found
Is this position reposted?
No
Reposting Reason:
None (New Posting)
Application Information
Background Check Requirements
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting to work. If you are offered employment, the University will inform you if a background check is required.

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