Current job title: Executive Assistant
to the Dean
Industry: Higher education
Department: Dean’s office
Years worked in this industry: 6
Years worked in this department: 5
Special training or attributes needed or helpful to
get job in this industry (or specific department):
Professional communication skills and strong organizational/planning
skills. Or what wasn't required but helped you to land the position? I was
told afterwards, by the search committee, that the way I conducted myself
in the interview was better than most faculty and staff members. I was
confident but also admitted the areas where I lacked experience.
Number of
managers and/or staff supported: 4
Typical work hours: 8 am until 5 pm
Weekends or overtime hours: I seldom
work overtime, but when I do I get paid.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): I’m a state employee.
$26,546 - $37,427.
Benefits (direct or indirect): We do
have an excellent retirement and better health plan than many in private
industry. I have great flexibility because I work for terrific deans. They
continue to let me grow professionally by attempting more and more complex
tasks.
Lingo you might hear in this industry:
In education common terms are
1. collaborative effort – working with other university departments or
local government agencies to achieve a common goal
2. engaged scholarship - Valuing the ways the academic community can
contribute to challenges and issues outside the campus, through programs
that find solutions. An example is economic development studies that work
directly with communities in the state or universities’ efforts to solve
the shortage of teachers in the public schools, with special incentive
programs.
A typical day on the job: I arrive at
8:00 am, usually before anyone else on the Administration Hall. Most of
our faculty, dean and associate deans arrive at 9:00 am or after. I scan
all the dean and associate deans’ calendars and send their
meetings/appointments info to the receptionist. I always set a list of
priorities the night before, but often have to shuffle my list because of
unforeseen issues that arise in the morning. My primary job is to maintain
the calendar of the dean, interfacing with others in scheduling his time
to the best advantage. Scheduling of meetings is how the majority of my
time is spent. I conduct research for the dean and handle all
administrative tasks in the dean’s office, which includes correspondence,
distribution, conference call setup etc.
Positive things about being an administrative
professional in this industry:
1. job satisfaction
2. ability to work with really bright and engaged folks
3. exposure to the varied culture of a college campus
Negative things about being an administrative
professional in this industry: emergencies caused by poor
planning by faculty or staff
Type of workspace/office:
office
Primary responsibilities as an administrative
professional in this position:
1. Provide scheduling and calendar management
2. Receive incoming calls and respond appropriately
3. Research topics for the dean;
4. Event planning and coordination for the Dean’s Office;
5. Provide travel arrangements.
6. Handle confidential documents with care and discretion
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
1.
exceptional organizational skills.
2. good verbal and written
communication skills with high level of personability.
3. self motivated, making confident decisions independently; however
knowing when to seek direction.
4. flexible.
5. detail oriented with excellent follow up skills.
6. Business professional skills of trustworthiness, professionalism,
dependability, team-oriented and cooperative,
Office machines or equipment operated regularly:
PC, printer, telephone, fax machine, copier, Polycom
Technology (hard) skills used regularly:
Critical soft skills:
1. Good communication skills both written and verbal. The dean’s assistant
is the ambassador for the school and often is responsible for a person’s
lasting impression of the university.
2. Professional event planning may involve simple break foods or large
receptions or meals for large classes or groups. Comfort of our
clients/students is part of the academic experience.
3. Strong organizational skills and file management allow an office to run
smoothly and effectively.
Pace of this position: Fast paced.
Geographical region: Southeast U.S.
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