PT Executive Assistant to the SOE Dean

• Manage correspondence for the dean, as requested.
• Maintain the dean's calendar and scheduling, as requested.
• Provide administrative support.
• Arranges dean's and faculty travel, including transportation, lodging, and conference registration. Prepare itineraries and process reimbursements, as requested.
• Assists in coordinating and organizing the SOE calendar of meetings and department events throughout the year.
• Manages correspondence for communication with students, faculty, and the Dean's Advisory Council.
• Manages and coordinates logistics SOE annual calendar meetings and events.
• Plans meetings, installs & operates the AV equipment, facilitates planning through Facilitron, submits facilities work orders, writes agenda and minutes, and compiles action items.
• Other duties as assigned by the dean.

• Managed multiple Federal Work Study and department student office assistants.

• Develop and post job descriptions for Federal Work Study Student Office Assistants.
• Coordinate interview and hiring process for Work Study Student Office Assistants.
• Train and provide ongoing support/professional development for Work Study Student Office Assistants.
• Supervise and verify work hours for Federal Work Study Student Office Assistants.

• Process faculty contracts and faculty contract worksheets, as requested.
• Manages processing and expense tracking, including all faculty and guest speaker stipends, travel vouchers, invoices, memberships, documentation, and verification of expenses on PCards for the SOE and all Performance Assessments.
• Responsible for ordering and maintaining the management division's general office supplies for the SOE, credential program, MA programs, performance assessments (TPA and APA), and Teaching Performance oversight and management.
• Coordinate and track faculty uploading of textbook orders before the start of each semester [fall, spring, summer].
• Coordinate and track faculty uploading of course syllabi before the start of each semester {fall, spring, summer].
• Prepare and distribute class schedules to faculty and staff for each semester.
• Maintain the SOE faculty directory.
• Coordinate with programs and process requests for maintenance, custodial services, OIT, and reserve use of facilities on campus.
• Collect SOE mail and distribute it to faculty and staff.
• Support faculty and staff in preparing materials required at the start of the semester (handbooks, forms, etc.); work with faculty, admissions, and marketing to prepare and distribute flyers and materials for recruitment and other events.
• Prepare presentation graphics, such as flyers, brochures, posters, banners, and presentations, as Marketing, Admissions, faculty, and staff requested to promote community networking events.
• Collect information, prepare, and send it to newly admitted students, current students, alums, Advisory Council, districts/schools, and the School of Education Monthly newsletter.

• Coordinate with NDNU and SOE staff and faculty in planning and presenting the following events:
• Welcome Back event at the beginning of each semester for faculty
• Master Teacher Appreciation Event & Workshops (every semester)
• Networking Mixer
• Commencement Award Ceremony and Reception (yearly)
• Commencement Dinner for graduates and families (yearly)
• New Student Orientation (before each semester)
• Student/Intern Teacher Orientation (4-days before fall and spring semesters)
• Plan various other special events, professional development workshops, etc.
• Ability to work collaboratively with dean, faculty, staff, & students.

• Assist students throughout the year by guiding appropriate faculty and pertinent offices.
• Problem-solve and troubleshoot various student issues, as appropriate.

• BA/BS or five to ten years of relevant work experience.
• Ability to support high-level administrators in a demanding work environment.
• Strong proofreading and editing skills.
• Detail-oriented; strong organizational skills.
• Good verbal and written communication skills and writing skills are a plus.
• Excellent tact, problem-solving, multitasking, effective time management, and team building.
• Knowledge of Microsoft Office programs, including Word, Excel, and PowerPoint, using Microsoft 365 applications, and implementing solutions.
• Previous office experience, preferably in an academic setting.

Notre Dame de Namur University