Executive Administrative Assistant - Office of the Dean & Chief Academic Officer

Job Overview

The University of Dubuque is a growing faith-based University that is seeking an Executive Administrative Assistant to the Office of the Dean and Chief Academic Officer.  The University of Dubuque offers an excellent benefits package including tuition remission, paid holidays, vacation and sick time, and a retirement match. 

Position Summary:

Provide high-level administrative and confidential office support to the Office of the Dean, College of Osteopathic Medicine. This role directly supports the Founding Dean and Chief Academic Officer, along with other academic leadership, on an interim basis. The position requires professionalism, discretion, and the ability to handle sensitive information.

Primary Responsibilities:

• Manage the calendars and schedule meetings in Outlook calendar with attention to detail
• Facilitate/assist with flow of information between Dean's office/senior leadership/Board of Trustees/campus and wider community
• Participate in meetings/retreats, prepare and distribute agendas, related materials, minutes/meeting notes, monitor follow-up issues
• Review/edit memoranda, reports, speech drafts, etc. as requested
• Liaison with osteopathic medical education organizations as appropriate
• Work with University Relations on distribution of communications to UD and wider community
• Serve as a resource for official records of the Dean's Office
• Provide a welcoming, hospitable and professional atmosphere for all who enter the office
• Answer, transfer, or take messages for incoming calls and retrieve voicemail messages
• Record incoming mail and process/route outgoing mail
• Maintain pending file for documents to provide for future needs
• Schedule conference calls and Zoom video/audio conference meetings with committees and task force groups and prepare/set-up technology if needed
• Arrange for/schedule the Dean's travel, lodging, and conference registrations as requested
• Generate formatted letters, memos, forms, reports and PowerPoint presentations as needed
• Review the budget reports on a regular basis to watch for budget shortfalls and make sure that items are charged to appropriate account
• Maintain a clean and pleasing office, kitchen and meeting room environment
• Maintain and order kitchen, hospitality and office supplies
• Assist as appropriate with planning activities and events related to the Office of the Dean, including attending meetings (preparing agenda/minutes)
• Perform other duties as assigned in support of the University's mission

Skills and Abilities:

• Ability to meet public in person, by telephone and relate well to a variety of people
• Ability to maintain confidentiality and assure discreet handling of the business of the Office of the Dean
• Ability to accurately record and deliver information/messages and to follow verbal and written instructions, guidelines and objectives
• Ability to make independent judgements and take initiative in completing position responsibilities
• Ability to perform under stress when confronted with an emergency
• Physically able to operate a variety of office equipment; carry up to 25 lbs.; walk up and down stairs between campus buildings; and to sit for long periods of time

Qualifications:

• Associate Degree Preferred; may be waived for five or more years of experience in a professional setting working with executives in a confidential environment
• Proficient knowledge required with Microsoft Office: Outlook, Word, Teams, Excel and PowerPoint; proficiency with Zoom preferred
• Accurate keyboarding and typewriting skills
• Demonstrate ability to effectively communicate both written and verbal skills
• Knowledge, ability and manual dexterity to effectively utilize and manage office equipment
• Possess excellent judgment, adaptability, initiative, discretion and ability to maintain impeccable confidentiality

To apply with a growing faith-based University for the Executive Administrative Assistant to the Office of the Dean and Chief Academic Officer position, please submit a cover letter, resume, three professional references, and UD employment application, located on our website, to HR@dbq.edu or to the Director of Human Resources, at the University of Dubuque, 2000 University Avenue, Dubuque, IA 52001.

Applications from qualified persons with diverse backgrounds and cultures, including women and persons of color, are welcomed.  AA/EEO.  For more information regarding the Jeanne Clery Act, please go to https://www.dbq.edu/SafetySecurity/JeanneCleryAct/