Administrative Services Assistant 3 (UCP 4), Nursing Dean’s Office

Description:
The University of Connecticut, School of Nursing is seeking an individual who can perform a complete range of Dean’s office support functions and demonstrate a high degree of professionalism. Reporting directly to the Dean of Nursing, the Assistant to the Dean serves as the initial point of contact within the School’s Deans suite and is accountable for providing administrative support to the Dean and handling administrative matters for the Dean as well as day-to-day administrative responsibilities of the Dean’s Office. This position also serves as the primary staff member to support the school’s recruitment and selection committee and the committees responsible for promotion, tenure and reappointment of both tenure track and clinical faculty, serving as a resource to faculty and other staff on matters relating to administrative procedures and School and University policies regarding these processes.
Duties and Responsibilities
Includes but are not limited to:
Participates in weekly staff meetings to ensure that projects and issues are being handled in a timely manner. Serves as the first point of contact for matters of administrative details directly concerning the Dean. Represents the School of Nursing and serves as the designated contact for the Dean to the University and other external offices; coordinates workflow, processes and procedures for all work done in direct support of the Dean.
Provides administrative support and handles administrative matters for the Dean, including prioritizing and scheduling of appointments for the Dean’s calendar. Independently determines importance of requested meetings and coordinates calendar(s) and complex schedules, with Executive Assistant, to accommodate the needs of the Dean. Is responsible for making all travel arrangements for the Dean including planning itineraries and reimbursements.
Anticipates the needs of the Dean to ensure optimal workflow and scheduling, exercising independent judgment in bringing information and issues to the direct attention of the Dean and provides assistance or refers matter to others when appropriate. Serves as a resource to faculty, staff, students and external constituents regarding University and Dean’s Office policies. Welcomes faculty, students and guests by greeting them, in person or on the telephone; answers or directs inquiries as appropriate. Prepares detailed briefing materials for the Dean prior to meetings. Provides pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations. Organizes and attends meetings as requested for note-taking, transcription and tracking of assignments made to others for action to be taken on the Dean’s behalf, ensuring that deadlines for responses are met. Manages the Dean’s Office general communications, overseeing the review of all incoming correspondence for appropriate routing and handling procedures. Screens and evaluates all incoming telephone calls, making referrals as needed.
Independently composes, prepares and edits correspondence which requires thorough knowledge of travel, accounting and Foundation rules and policies. Maintains up-to-date knowledge and advises Dean, faculty and staff of pertinent updates and other changes that effect day-to-day activities and programs.
Serves as the primary support staff member for the school’s recruitment and selection committee, attending meeting as needed; communicates with applicants and interview candidates; arranges travel and accommodations for candidates, assists Search Chair and Executive Assistant with arranging the candidate’s visit for both the Storrs campus as well as UConn Health Center. Provides support for the CAAR, PTR, PTR-CAAR committees responsible for promotion, tenure and reappointment of both tenure track and clinical faculty; supports faculty and other staff on matters relating to administrative procedures regarding these processes. Provides historical reference by developing and utilizing filing and retrieval systems.
Minimum Qualifications
1. Bachelor’s degree or equivalent combination of education and experience including 4-8 years’ experience in a progressively responsible administrative support position.
2. Strong demonstrated organizational, time management and prioritization skills.
3. Exceptional interpersonal, written and oral communication skills;
4. Ability to effectively work with faculty, staff, students, and other members of a University community.
5. Strong demonstrated practice of and commitment to customer service.
6. Ability to resolve administrative problems efficiently, effectively and independently.
7. Experience and efficiency with Microsoft Office Suite products (i.e. Microsoft Word, Excel, ACCESS and Outlook).
8. Demonstrated supervisory ability.
9. Ability to work with minimal supervision as well as work as part of a team.
Preferred Qualifications
1. Strong writing and communication skills
2. Ability to prioritize competing demands and prioritize appropriately
Appointment Terms
This is a full-time position with work hours of 9:00 a.m. to 5:00 p.m., Monday through Friday.
To Apply
Qualified applicants should apply online and include a cover letter and resume illustrating how they meet the qualifications for the position and supply the names and contact information of three (3) references. Application deadline is October 30, 2015.
This job posting is scheduled to be removed at 11:59 p.m. Eastern time on October 30, 2015.
All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.
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The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University’s teaching, research, diversity, and outreach missions, leading to UConn’s ranking as one of the nation’s top research universities. UConn’s faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

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