This position supports the Dean of Arts and Sciences, assisting the day-to-day operations and activities within the Dean’s office, and delivering a broad spectrum of administrative support. This role involves managing a range of responsibilities, from coordinating schedules, financial administration, event organization to supporting strategic initiatives and special projects. The Associate plays a crucial part in maintaining the efficiency and effectiveness of the Dean’s Office, contributing to the overall success of the faculty in Arts and Sciences.
The main responsibilities include:
Dean’s Office Administrative Support (20%) - Travel Coordination: Visa Application, flight booking, local travel and accommodation arrangements, restaurant reservations, agenda management, etc - Meeting Logistics: venue reservation, teleconference set-up, preparation of meeting materials and refreshments, taking meeting minutes, etc - Office Supplies and Record Keeping: Monitor and order office supplies, ensuring adequate stock levels Support annual capital asset inspection for Arts and Sciences; Maintain and organize files, records, and documents, both electronic and physical - Newsletter: Drafting and designing newsletter for the Dean’s Office - Other ad-hoc tasks assigned by the Dean and the Senior Administrator
Financial Administration (20%) - Managing the procurement process, ensuring that purchases of faculty computers are made in accordance with university - Manage financial transactions in the Dean’s office, reimbursement, payment requests etc - Assist in the annual budget request proecss and financial reporting
Event Organization (10%) - Assist in planning and organizing events, such as conferences, workshops, and departmental meetings - Coordinate event logistics, including venue booking, catering, and audio-visual equipment - Send invitations, track RSVPs, and manage event-related communications
Dean’s Faculy Advisory Committee Support (20%) - Provide administrative support to advisory committee members - Organizing meeting logistics, such as scheudling, room reservations and technology setup - Taking meeting minutes and maintaining records of committee decisions, discussions and action items - Assisting committee members with administrative needs or requests - Compiling relevant data and information for committee discussions and decisions - Conducting background research on agenda items as required
Capstone Project Support (10%) - Facilitate and coordinate the administration, collection, and submission of capstone theses from A&S
Faculty Review Support (10%) - Managing the logistics of faculty reviews, such as setting up review case and uploading required documents in Workday, sending notifications to faculty, processing stipends for committee members, etc.
Special Projects (10%) - Conduct background research and gather information for special projects and initiatives as directed by the Dean. - Compile data and prepare reports on various topics related to the Arts and Sciences - Work collaboratively with other departments and offices on cross-functional projects
Required Experience - Two years of administrative support experience
Preferred Experience - Prior experience in higher education and multicultural work environment; - Experience managing committees (taking meeting minutes, managing committee materials, etc.) - Experience with document design and presentation
Required Knowledge, Skills, and Abilities. - Mandatory: fluent English and Chinese skills in both writing and speaking - Excellent communication skills - Strong time management and multitasking skills - Ability to proactively solve problems - Ability to work independently and as part of a team - Attention to details - Ability to work cooperatively and productively in a multicultural team environment - Proficiency in Microsoft Office, Doodle Poll, Gmail and other Google apps
