Date: 
07.19.17

Executive Assistant to the Dean

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The Executive Assistant to the Dean serves as chief of staff for the Dean of the School of Architecture (SoA), coordinating all faculty and student activities at the School. The position reports to the Dean and the School Administrator/Department Manager and serves as a key contact on all complex administrative issues for the School. The staff in this role administers faculty recruitment, reappointment, tenure and promotion processes; administers the recruitment, appointment and travel of visiting faculty; coordinates all faculty committee meetings; and provides administrative support for the faculty salary review process. The Executive Assistant creates and manages the academic calendar for the School; and coordinates the activities of staff and faculty to best respond to the academic demands unique to schools of architecture, which relies on action-based studio instruction and public review forums. The incumbent also performs other general support functions for the Dean such as coordinating meetings, keeping the Dean’s calendar, collecting and disseminating information, preparing correspondence and reports, maintaining records and completing special projects as assigned; and ensuring all Dean of Faculty submissions are conducted accurately and in a timely manner.

Responsibilities

Faculty-Related Administration

  • Monitor Dean of Faculty (DoF) deadlines and memos to keep up-to-date on new standards and requirements for the School, organize preparatory meetings;
  • Manage faculty search and hiring process, and faculty reappointment, tenure review, and promotion processes. This will include the administration of visiting and part-time appointments and reappointments; coordination with the Dean on the search, reappointments, tenure review, or promotion; preparing the timeline, collecting and distributing relevant documents; and preparing files for DoF submission;
  • Manage the faculty search process which includes placement of advertisements; coordinating candidate visits; handling correspondence; scheduling interviews and job talks, coordinating search committee and faculty discussions; processing expense vouchers for candidates; tracking total expenditures, and archiving search materials; 
  • Manage all aspects of non-faculty Dean of Faculty appointments including reappointments and terminations;
  • Coordinate faculty salary review, including requests for Activity Reports and CVs, manage workflow timeline to meet the due date, and prepare forms for submission to DOF; and
  • Coordinate faculty meetings; this includes organizing meeting schedules, tracking attendance, preparing agendas, recording and distributing meeting minutes.

Staff Coordination

  • Organize weekly staff meetings, create agendas, take minutes, and distribute summaries and action points to staff members;
  • Maintain timetable of all School activities and University deadlines, working with staff to develop and maintain systematic follow-up systems to insure that deadlines are met;
  • Coach staff members on how best to present material and organize presentations for the Dean and faculty;
  • Communicate the activities of faculty meetings and executive committee meetings with staff so they may implement changes internally, as well as with campus partners such as the Dean of the College, the Dean of the Graduate School, the Office of the Registrar, and affiliated departments. Follow up with staff to ensure new initiatives have been executed;
  • Serve as point person for annual events such as School of Architecture Class Day and Commencement and provide event support for occasions such as studio reviews and finals, lectures, and conferences, boot camp, orientation, and open houses; and
  • Maintain a positive workplace, promote teamwork among colleagues, and provide coverage as needed.

Administrative Support to the Dean

  • Anticipate and facilitate workflow for the office of the Dean as described below;
  • Draft written correspondence on behalf of Dean, record meeting minutes, and produce other materials as needed; draft and edit speeches, memos, reports or manuscripts for organization, structure, and style;
  • Identify and compile materials for meetings and reports, often of a confidential and sensitive nature;
  • Research, compile, and analyze data, statistics and other information; complete special projects as assigned;
  • Review incoming mail and email; sort as to importance and priority; obtain and add background material to facilitate action; check dates of requested future commitments; draft communications and answers or refer to others for response and maintain appropriate follow-ups; sort, screen, and distribute Dean's correspondence directing matters to appropriate persons for action or follow-up.
  • Organize the Dean's complex calendar, schedule meetings and appointments, and provide all necessary background information and documentation to ensure the Dean is prepared and informed;
  • Make all travel arrangements for the Dean, prepare itineraries, and compile all necessary files and materials for trips; and
  • Serve as liaison and primary resource to internal and external offices, visitors, and alumni.

School-Related Administrative Support

  • Coordinate Advisory Council and periodic accreditation visits; this includes coordinating meetings, preparing drafts of Council reports, reappointing and appointing council members, and handling correspondence and related logistics;
  • Support admissions efforts of the School and organize materials for Dean and Associate Dean during recruitment and acceptance deadline;
  • Manage space allocation for researchers and visitors;
  • Work with Communications Manager to be sure the SoA website is updated with information on faculty, visitors, guests, special events, and relevant news;
  • Coordinate and prepare draft of annual President’s Report; and
  • Assist School Administrator/Department Manager in projects and duties as needed.

Qualifications

ESSENTIAL QUALIFICATIONS

  • Master’s degrees in architecture, art history, creative writing, business, communications or related discipline or an equivalent combination of education and experience is required.
  • At least 7 years of relevant experience is necessary;
  • Excellent oral and written communication skills;
  • Demonstrated editing and writing experience are necessary;
  • Exceptional judgement and organizational skills;
  • Ability to be well-organized, thoughtful, collegial, independent, and team-oriented as well as the ability to multi-task short-term projects while strategical mapping a plan for long-term goals.
  • Ability to exercise discretion in handling confidential information;
  • Demonstrating the highest level of professionalism in welcoming and assisting all constituents;
  • Proactive and exceptional problem-solving skills;
  • Flexible and must be adaptive to changing needs and priorities;
  • Proficient computer skills using Microsoft Office applications, web and email required; and knowledge of and experience with database and presentation software and technology.  

PREFERRED QUALIFICATIONS

  • Knowledge of Blackboard and PeopleSoft;
  • Knowledge of Prime, including Marketplace;
  • Technically astute in learning various software systems (e.g. Roxen, Drupal, etc.) and maintaining website;
  • Experience working in an academic department within higher education.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Click here for more information and to apply.

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