Institute for Women's Leadership Marquette University · 1 day ago
Assistant to the Dean, School of Dentistry
Milwaukee, WI
Full-time
Onsite
Senior Level
6+ years expMarquette University is dedicated to prioritizing student success and service, and they are seeking an Assistant to the Dean for the School of Dentistry. This role involves providing high-level administrative support to the Dean, managing schedules, communications, and special projects to ensure efficient office operations.
Higher Education
Responsibilities
Manage all appointments and meetings for the Dean, School of Dentistry
Responsible for the Dean’s calendar, which includes creating and accepting meeting requests, delegating or declining meetings as needed and the ability to combine meeting requests with the same subject matter; ability to prioritize appointments and functions based on importance; ability to create a balanced daily calendar that accommodates appointments but allows time for the Dean to attend to other matters of significance, attend events, and complete work. Provide ongoing monitoring of the Dean’s calendar to manage unexpected conflicts
Work closely and effectively with the Dean to keep the Dean well informed of upcoming commitments and responsibilities. This includes constant updates and shifting priorities to make the Dean aware of all upcoming meetings in the future
Act as the “point person” for the Office of the Dean, representing the Dean to all internal university personnel, external callers and visitors, faculty and all other contacts
Exercise independent judgment concerning matters that require the Dean’s immediate attention and matters or problems that can be referred to other appropriate offices or persons
Promote a positive image of the School of Dentistry by greeting and receiving visitors to the Office of the Dean
Respond to inquiries from diverse constituencies and provide information regarding policies or decisions
Ensure follow-up with offices/staff takes place to guarantee problems are resolved in the best manner possible (written communication; phone call; in-person discussion, etc.)
Provide a bridge for smooth communication between the Dean, internal departments, deans and non-academic units; demonstrate leadership to maintain credibility, trust and support with campus staff and faculty
Independently compose and finalize correspondence, meeting minutes, reports, presentations and other documents, using experience and judgment to determine what should be included in each document
Arrange complex and detailed travel plans, itineraries and agendas for the Dean
Plan all business travel for the Dean to include all air and ground transportation to and from airport or event, being conscious of budget constraints; prepare/assist in preparing meeting materials for Dean, including reports, correspondence, presentations, etc
Verify that the Dean has all meeting materials, including agenda, prior to meetings
Manage subsequent and timely expenses and credit card reporting
Schedule and take meeting minutes for the bi-weekly Strategic Leadership Team meetings. Maintain Teams site for the Administrative Council correspondence and files
Manage and facilitate special events/projects for the Dean and Office of the Dean, including regularly recurring faculty, staff, and student meetings with the Dean, as well as faculty and staff retirement and long-term service recognitions. Coordinate, administer, and work with faculty and staff associated with these events
Establish, manage and oversee on an ongoing basis all office records, files and incoming and outgoing correspondence. Proofread all documents. Coordinate document management for the Office of the Dean. Develop, recommend, coordinate, and implement techniques and practices to improve office quality and efficiencies
Supervise student office assistants, including scheduling, training, and timekeeping. Oversee student appreciation efforts
Manage all work-related expenses and related credit card reporting
Qualification
Required
High School diploma
A minimum of 6 years of related administrative support experience
Great attention to detail and ability to follow complex, multi-step procedures to complete tasks
Independent and critical thinking, sound judgement and diplomacy, discretion and respect for confidentiality a must
Excellent communication skills with a commitment to deliver excellent customer service
Ability to work under pressure; ability and flexibility to adapt to a variety of responsibilities and changing needs and priorities
Ability to work independently with little or no direction
Ability to collaborate well with others
Excellent organizational, time management, and multitasking skills with a demonstrated ability to be a creative, adaptive, analytical, and collaborative problem-solver
High proficiency in using MS Office 365 programs, including Word, Excel, PowerPoint, Outlook, Teams, Groups, and OneNote
Experience with Microsoft SharePoint
Preferred
Bachelor's degree
Previous experience in higher education
Experience in using Adobe-like products
Supervisory experience
Benefits
Medical
Dental
Vision
403(b) with up to 8% university match
Generous time off package
Tuition benefits for employees, spouses, and dependents with no payback requirement
Company
Institute for Women's Leadership Marquette University
The Institute for Women’s Leadership (IWL), at Marquette University, was launched in 2019, through the generous support of the Thomas J.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase