Executive Assistant

Willumstad School of Business

JOB SUMMARY:

Provide secretarial and administrative support for the Dean.

Title Position Reports To: Dean

SALARY INFORMATION:

In compliance with New York’s Pay Transparency Act, the annual base salary range for this position is $47,000 - $50,000. Adelphi University considers factors such as departmental budgets, scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. An annual base salary higher than the range may be warranted in circumstances where a candidate has demonstrable equivalent prior higher education experience at another University.

Adelphi University provides a comprehensive benefit package for faculty and staff employees. For a list of benefits provided to employees, please click here.

RESPONSIBILITIES & DUTIES:

1. Compose and type business correspondence, and draft communications.

2. Screen telephone calls and visitors.

3. Schedule appointments for Dean and Associate Dean (when necessary) and coordinate travel itineraries.

4. Make arrangements for meetings and conferences.

5. Maintain multiple google calendars for the deans’ office.

6. Schedule regular and ad-hoc meetings for Dean, in person and on Zoom.

7. Organize and maintain correspondence and records; follow-up on pending matters. Communicate and/or coordinate Dean’s instructions with various individuals and/or departments. Liaison to faculty/and or staff when necessary.

8. Prepare reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.

9. Prepare materials needed for conferences, correspondence, meetings, telephone calls, etc.

10. Maintain filing and record system, including confidential files.

11. Take and transcribe meeting minutes of conferences and meetings.

12. Monitor budget, including making budget transfers.

13. Process purchase orders, invoices, travel expense reimbursement, other payments and work orders.

14. Event planning, for multiple guest speakers, lecture series and various meetings and events. Primary planner for the annual welcome social.

15. Facilitate telephone, email, office space, etc. for new employees.

16. Approve Staples orders.

17. Keep AACSB correspondence up to date.

18. Prepare PTFs for Adjuncts each semester (if needed).

19. Assist with faculty recruitment (if needed).

20. Perform other job-related duties as assigned.

REQUIREMENTS:

1. Proficiency in doodle, power point, excel, word and listservs.

2. Ability to maintain and organize records and documents electronically so they are secure and readily accessible.

3. Good ability to prioritize workload according to volume, urgency, etc.

4. Good organization skills and attention to detail.

5. Good interpersonal skills.

6. Good ability to handle multiple tasks effectively and accurately.

7. Good ability to be discrete and maintain high confidentiality on a wide range of issues.

8. Good verbal and writing skills.

9. Stay updated on university policies and procedures.

PHYSICAL REQUIREMENTS:

1. N/A

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. An Associates Degree in Business or Secretarial skills is preferred.

POSITION(S) SUPERVISED:

N/A

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi is one of just four companies and the only university on Long Island to be named among America’s Best Employers by State for 2023 by Forbes. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,400 students at its beautiful main campus in Garden City, at learning hubs in Brooklyn, the Hudson Valley and Suffolk County, and online. The University offers students 70 undergraduate programs, 93 master’s degree and doctoral programs, and 64 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 44 states and 76 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.