| Reporting to the Department Administrator in the Freshman Dean's Office, the Executive Assistant and Program Coordinator provides administrative support for the Dean of Freshmen, Department Administrator, and other senior staff members in a highly complex, decentralized environment. The assistant also provides coordination for the Host Family and Through the Gates Programs, and the Wendell Prize Scholarship Dinner, and provides support for the Office of Parent Programs.|
Administrative support: manages the Dean's calendar and schedules appointments; composes, proofreads, edits, and prepares confidential correspondence, reports, and other materials for the Dean. Handles logistical details for meetings such as room reservations, media services, and catering arrangements. Serves as primary back-up for the reception desk, covering lunch hours and time away. Answers telephone, greets guests, and responds to written and verbal inquiries. Updates portions of the Freshman Dean's Office website and processes invoices in Oracle Financials. Works collaboratively with other staff members to provide support for general office operations. Works on special projects as assigned.
Freshman Proctor Support: coordinates proctor recruitment and hiring including tracking applications, scheduling interviews, and processing appointments in ASPerIN. Works with the Department Administrator to oversee onboarding in the summer, providing meal pool access and ID card updates, and handles day-to-day requests. During the year, maintains confidential personnel records and processes reimbursements in Oracle Financials.
Program Coordination: manages finances, space procurement, catering, photography, invitations, and updating of archival records for the annual Wendell Prize Scholarship black-tie dinner. Manages the Freshman Host Family program, including student and alumni recruitment (with the Office of Admission, the Griffin Financial Aid Office, and Alumni Affairs and Development), matching students with hosts based on filed applications, and plans and coordinates four events throughout the year. Manages the Through the Gates program, including planning all excursion logistics, recruiting faculty members and administrators as trip leaders, and submitting monthly term bills and expenses. Serves as FDO liaison to Office of Parent Programs to help plan Freshman Parents' Weekend. Works with Director for Freshman Programming and Fellow for First-Year Programs to support new programs for freshmen and coordinates logistics for these programs including room reservations, catering arrangements, production of flyers, etc. Coordinates logistics for special events at the Dean's residence.
All formal offers will be made by FAS Human Resources.
When applying for this position please submit your resume and cover letter in our preferred format as one combined document (resume followed by cover letter).
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers