Job Information
Fairfield University Assistant to the Dean, Dolan School of Business in Fairfield, Connecticut
Job Description:
DIVISION: Academic
DEPARTMENT : Dolan School of Business
JOB DESCRIPTION AND ESSENTIAL FUNCTIONS:
This important role represents the Dean’s Office of the Dolan School of Business and supports the Dean internally on campus and externally with corporate/community partners, donors and supporters in the following ways:
Calendar Management
administration of the Dean’s and the Sr. Associate Dean’s calendar to include making appointments, issuing meeting invites, posting reminders and information packets on the calendar and rescheduling meetings as needed
schedule over 200 routine meetings annually with Dolan faculty, staff and advisors: Advisory Board and Councils, Dean’s Council, Dolan faculty meetings, weekly staff meetings, periodic meetings with Dean’s direct reports, annual meetings with tenure-track faculty
schedule other meetings with University administrators, external corporate/community partners, parents and students as needed
ensure the Dean attends in-person and virtual meetings on time and fully prepared with any meeting packets, critical background information or presentations
meet with the Dean to plan for upcoming events and activities scheduled on the Dean’s calendar and to carry out the planned actions accordingly
respond to queries by administration, faculty, staff, students, parents and external stakeholders on a timely basis
Meeting and Event Coordination
create reservations/tickets for meeting spaces, media and catering for meetings and events
responsible for various logistical matters required for each meeting including event space reservations, meeting site set ups, media and catering
follow-up with non-responsive meeting invitees
collaborate as needed with other Dean’s Office staff that are holding events
prepares necessary materials for the Dean’s field visits to donors and external partners
Dolan Advisory Board & Councils
Provide support for communications with various advisory boards and councils, community and corporate partners and other VIP personnel
in collaboration with Development department, maintains rosters of the various advisory boards and councils and related documents and ensures that all information related to these external relations remain up-to-date: names, contact information, year of graduation, affiliations and job titles
responsible for coordination of Advisory meetings, set-up, catering, media, name tents, name tags and distribution of documents and meeting packets
create Advisory meeting attendance list and follow-up with non-responders and Development prior to meeting
s/he shall represent the Dolan School and the Dean’s Office with utmost professional standards and ensure that external facing events, activities and communications reflect the high-quality reputation of the Dolan School
AACSB Coordination
Provide administrative support to the Sr. Associate Dean for AACSB accreditation visits and inquiries
arrange transportation, lodging and meal reservations for AACSB peer-review team visits
under the direction of the Sr. Associate Dean, coordinate peer-review team meetings with Dolan faculty and staff
Travel & Entertainment Expenses
responsible for making the Dean’s and Sr. Associate Dean’s travel arrangements
issues related spend authorizations and related expense reports on a timely basis
adheres to University policy and procedures for all T&E transactions
Other Administrative
assists both the Dean and Sr. Associate Dean with other administrative tasks as needed
assists with office record keeping
distributes mail and packages to Dean’s office staff
issues thank you notes and letters of acknowledgement to donors and external advisors
Procures special occasion purchases
other duties as assigned or as required by responsibilities
UNUSUAL WORK CONDITIONS : Exposure to confidential/sensitive information; occasional evening and/or weekend work
REQUIRED KNOWLEDGE AND SKILLS:
Strong verbal and written communications are necessary, as well as demonstrated inter-personal skills, sound judgment and discretion.
Attention to detail and strong planning, organizing and executional skills.
Ability to work with diverse faculty, staff and campus administrators.
Professional demeanor and tact when working with donors, students, alumni, or community partners
Team player with willingness to collaborate on multiple projects as needed
Proficiency in Outlook, Excel, Word, Zoom and Microsoft Teams.
Able to use and adapt to new technologies.
EDUCATION: A Bachelor Degree is required
EXPERIENCE : A minimum of 5 years of work experience in a professional office environment
REPORTS TO: Manager, Finance and Administration, Dolan School of Business
DISCLAIMER : The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
Category:
Academic - Staff
Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.
*Disclaimer
The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.
All offers of employment are contingent upon a satisfactory background check.
Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
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Founded in 1942, Fairfield University is a modern, Jesuit Catholic University rooted in one of the world’s oldest intellectual and spiritual traditions. With campuses located in Fairfield, CT Bridgeport, CT, and Austin, TX, we strive to create a workforce that is rich in skill, knowledge, and pride in our work. Members of the Fairfield University community exhibit mutual respect, compassion, and inclusivity, aspiring to be a welcoming environment representative of an ever-changing and diverse global populace. As our University rises in national prominence, we are committed to fostering a healthy workplace and lifestyle for our employees. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.