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Description

The Executive Assistant to the Dean of College of Nursing and Health (CNH) ensures that all functions of the Dean’s office are performed efficiently and effectively. The Executive Assistant assists the Dean in all administrative functions of the CNH including personnel, budgeting, planning, and assessment. This position also provides administrative support to the Director of the School of Nursing (SON) within the college.

This position requiresindependent functioning in a highly confidential environment with minimal supervision, a high level of efficiency and organizational skills, and the ability to multi-task and meet required deadlines.

Examples of Duties

Finance & Budget:

• Manages CNH Dean’s office unit budgets, as well as overall CNH budget with careful attention and adherence to University requirements.
• Responsible for all components of the University’s financial reporting system, initiating and executing transfers, initiating new vendor accounts, etc. Also responsible for submission of Dean’s expenses for reimbursement.
• In collaboration with the Dean, requests budget changes, submits transfers, approves transactions, and requests payments.
• Processes financial requests, provides financial reports, and processes accounts payable. All transactions must be processed in compliance with policies and procedures. Assures expenses are managed within allocated budgetary parameters.
• Reconciles all invoices to assure accuracy for student records, and recurring bills. Manages purchases for the CNH/Dean’s office.
• Reviews accounts on a regular basis to assure proper recording of account expenses and provides reports to Dean.
• Manages all reconciliations with Financial Affairs records and provides Dean with updated status information regularly.
• Responsible for reviewing all reimbursement requests for accuracy and ensures funds are available in the budget.
• Obtains W-9 forms from all new vendors, guest speakers, and other outside contract-type services for SON. Serves as a liaison for new vendor information, with Purchasing; completes new vendor request forms and submits to Purchasing.
• Works with Dean to prepare annual CNH revenue and expense reports.
• Serves as a liaison with Office of the Provost: Responsible for current information regarding faculty and staff salary data with associated cost centers, reconciliation, and appropriate information transfer with Office of the Provost.

Administrative Duties:

• Coordinates the preparation of all new faculty paperwork and full-time faculty contracts and stipends. Also coordinated onboarding including office space coordination, office supplies, computer, etc.
• Coordinates and serves as record-keeper for New Faculty Search Committee, including correspondence with potential candidates regarding all aspects of the interview and selection process, coordination of information pertaining to candidates for Search Committee members, development of interview schedules and correspondence with members of Search Committee in reference to candidates. Also includes exporting candidate information to format of choosing of the Search Committee.
• Maintains confidential records for full-time and adjunct faculty as necessary.
• Provides all services and support related to adjunct faculty including correspondence, assistance in the hiring process, orientation to Loyola CNH, preparation of contract request forms and submission to the Provost’s Office for processing, handling of all e-mails and providing information on an as-needed basis.
• Gathers information to prepare contracts.
• Assists in tracking data related to various reporting requirements for the various CNH units.
• Responsible for generation of reports, including required annual reports, for the University, accrediting bodies, and funding/grant agencies. Assists with coordinating accreditation self-study, reports, substantive changes, and site visits.
• Provides comprehensive administrative assistance to the Dean CNH, including correspondence with faculty, staff, and other university departments.
• Assists and supports all aspects of the Dean’s position including technical support, coordination of meetings, scheduling of appointments, providing telephone and e-mail correspondence, dissemination of information to faculty and staff and preparation of documents.
• Develops and maintains the CNH Master Calendar to include deadlines and timelines, application and admission dates, drop/add dates, session dates, as well as LORA to streamline processes and support productivity and efficiency.
• Serves as the recorder of the SON and CNH Faculty Organization meetings by taking minutes.
• Assists the office manager, as needed, with special events for the CNH including graduation, meetings, conferences, workshops, and orientations of new faculty and students, assisting guests with accommodations and logistics, coordination and preparation of catering, audio-visual requirements, conference room requirements and logistics and other preparations as needed, as well as dissemination of information and materials to the faculty and other participants.
• Assists Dean and Office of Marketing in providing input into the development of design and ads for faculty recruitment and other marketing tools as needed. Obtains copies of recruitment materials as well as other items (SWAG) for faculty and recruiters for conferences.
• Assists in supervision of work study students, in coordination with the office manager.
• Assists in providing backup assistance for other staff activities, in absence of staff regularly assigned to those duties.
• Performs other duties as assigned by CNH Dean.

Typical Qualifications

• Bachelor’s Degree
• Minimum of three years administration experience, preferentially in higher education.
• High level computer skills, including proficiency in word processing, spreadsheet software, database software, and experience with learning system platforms.
• Ability to work with office machines (e.g., printers, scanners, etc.).
• Excellent organizational skills.
• Ability to coordinate work, organize time, and work in self-directed manner.
• Excellent communication and interpersonal skills, written and oral, ability to work under deadlines.
• Ability to multitask efficiently, balancing the needs of both the School of Nursing Director and College of Nursing and Health Dean.
• Ability to prioritize task completion independently and to pivot when necessary and reprioritize.
• Executive assistant level presence in demeanor, presentation, communication.
• Highest level of discretion required.

PHYSICAL REQUIREMENTS:

• Ability to complete above duties with or without reasonable accommodations.

Job Type: Full-time

Pay: $1.00 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Administrative: 3 years (Preferred)

Work Location: In person