Executive Assistant,Dean’s Office, School Of Business And Society

POSITION CODE: 7001

DEPARTMENT/ADMINISTRATION: Finance and Administration

APPOINTMENT: Administrative, Non-Exempt, Full-time, Twelve (12) Months

SALARY RANGE: $21.80 - $26.50 per hour

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with the candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: 6 Months

BENEFITS OVERVIEW: BROCHURE

AVAILABLE: Immediately

POSTING DATE: January 18, 2024

APPLICATION DEADLINE: Open until filled, Apply Immediately

Definition of Classification:

The Executive Assistant is the key support person in the management, coordination, and implementation of the operations of the School of Business & Society. Ensures that all administrative support functions of the office operate at optimal efficiency. Manage Dean's Office operations, facilitate University-wide administrative processes, and ensure timely and effective communication, project coordination, and scheduling. Performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University's role within the community.

Reporting to the Dean of the School of Business and Society, this position provides high-level administrative support.

This position may require flexibility to work evening and weekend hours.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Provides high-level administrative support and assistance to the Dean and/or other assigned leadership staff.

• Maintains the Dean's calendar, including scheduling, rescheduling, and prioritizing as needed, organizing daily agenda, follow-up, and action items; provides coordination and organizational support for meetings hosted or chaired by Dean; prepares correspondence, reports, forms, and other documents in support of the Dean's activities.
• Provides exceptional telephone support with a high degree of tact and technical knowledge; responds to internal and external requests, processes requests accordingly; provides organizational support to process timesheets, vacation, requests, staffing issues, etc.
• Supports data analysis activities; contributes to data reports; collects, compiles, and distributes data and reports to Dean and Associate Dean, cabinet, various University constituents and outside vendors; provides budget support; accesses online budgets to monitor and collect budget information.
• Works with assistant to Provost on full-time faculty review process, faculty contracts, and sabbatical requests.
• Maintains full-time faculty files within Dean’s office.
• Performs a variety of clerical duties in support of the department including filing.
• Prepares purchase orders and check requests, preparing and processing expense reports, out-going and in-coming mail, ordering supplies etc.
• Contributes to team effort by accomplishing related duties and special projects as assigned or directed.
• Maintains department confidentiality of sensitive data, information, activities, and decisions.
• Adheres to all safety and housekeeping policies and procedures.
• Supervises, plans, direcst, and assigns work of assigned staff; make hiring and disciplinary decisions; provides feedback on performance and approve timesheets.
• Performs other related duties and special projects as assigned.

Qualifications Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• Bachelor's degree.
• Three (3) years of progressively responsible related experience in a similar position.
• Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Knowledge and Skills:

• Significant level of independent judgment; ability to assess requests and problems and respond accordingly.
• Superior customer service skills.
• Proven ability to maintain confidentiality, set priorities, multi-task, and handle deadlines.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Considerable knowledge of current workplace standards and norms (e.g., utilizing full Microsoft Office suite products).
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise discretion and work with confidentiality.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for an accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other Business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications.

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs. Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation.

INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire.

FOR MORE INFORMATION VISIT

http://www.redlands.edu/human-resources/employment/

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN.

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY.

AN EQUAL OPPORTUNITY EMPLOYER.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)