Under the general direction of the Dean of the Graduate School, the Executive Assistant-Event Manager (EA-EM) provides high-level, administrative and clerical support, complex and confidential in nature, to the Dean of the Graduate School. The Executive Assistant manages the workflow of key office processes, responsibly maintains the graduate school budget, oversees student employees (both graduate and undergraduate), and provides high-quality customer service to internal and external constituents. Additionally, the Executive Assistant-Event Manager coordinates all aspects of current graduate student support events from orientation to alumni relations, and he/she assists with both on-and off-campus recruitment and constituent event management. Finally, the EA-EM coordinates a comprehensive schedule of post-event surveys, data collection and analysis.
Essential Duties include the following. Other duties may be assigned.
Administrative Support to Dean, Graduate Council and Graduate School (35%)
Assists the Dean in meeting Graduate School goals, responds independently to inquiries on behalf of the Dean or directs inquiries to other staff members as needed;
Provides support for the Dean and office staff relating to faculty meetings, senior staff, Board of Associates, Board of Trustees, Graduate School Advisory Councils, and ad hoc meetings;
Assists with general communication, including moderation of the grad student listserv, the GradDean inbox, and web communication;
Maintains the Dean’s electronic calendar and contact list and schedules on-campus, off-campus or virtual meetings and appointments, and assembles necessary briefing materials in advance;
Handles travel arrangements for Dean, keynote speakers, and/or program consultants, which may include negotiating with vendors;
Oversees documents, appointments and payment of adjunct, research advisors, committee members and program directors;
Acts as Graduate Council recording secretary, preparing and distributing minutes, maintains the Council Blackboard site and prepares notices and electronic communications;
Accesses Recruitment Gateway documents and coordinates interviews for new graduate program faculty and candidates for the graduate school team;
Manages and distributes a comprehensive annual calendar for the office;
Assists in maintaining graduate school web page, as needed;
Prepares weekly staff agenda and gathers documents and information for the meeting;
Monitors and maintains appropriate inventory of recruitment materials and office supplies;
Oversees graduate school filing system with an emphasis on electronic filing;
Organizes other office activities (e.g. facility needs, shredding, equipment repair, inner-departmental and team-building events, etc.) and performs general clerical duties (e.g., phone systems, photocopying, scanning and faxing).
Event Coordination/Support (25%)
Manages a comprehensive annual calendar of events (both virtual and in-person), annually ranging from recruitment to student-support services;
Completes arrangements for orientation, open houses, alum career panels, 3MT, Cotton Cyber Lecture, domestic and international student support, advisory boards and program-related events organized specifically for the Grad School (currently supporting ~80/academic year);
Initiates, coordinates, and manages all aspects of annual Graduate Degree Recipient Reception, including invitations, coordination of facilities, registrations, audio, centerpieces, catering, and set-up with internal and external points of Solicits award recipients, prepares program, script, award certificates, award checks, and all other aspects of the annual event;
Assists in the coordination of graduate commencement including correspondence, reminders, and important details before and during the ceremony;
Creates and shares registration links with appropriate event specific demographic questions using various software: Salesforce, Qualtrics and SignUp Genius. Downloads and shares information to ensure high-level communication;
Composes and delivers electronic correspondence from initial invitation, reminder, and confirmation, to post-event evaluation;
Prepares/assembles folders, resource information, check-in sheet, name tags, and miscellaneous items (e.g. prizes, raffle tickets, gift bags) and ensures appropriate recruitment information and items are placed in venue accordingly;
Creates and analyzes post-event assessment surveys soliciting improvements and suggestions for the all events (~40 events annually).
Assessment Data Collection and Analysis (20%)
Provides post-assessment surveys and analysis for ~30 program advisory boards;
Conducts research, compiles data, and/or collects and analyzes information relating to events, enrollment, retention, and/or finances for the Dean;
Assists with organization and compilation of internal and external surveys in cooperation with the Dean and the Office of Institutional Research and Assessment.
Budget Maintenance (10%)
Maintains Graduate School’s office budget and purchasing records;
Prepares, distributes decisions and requests reimbursement regarding Graduate Research and Conference Funds, graduate and teaching assistantships, and other graduate-student funding;
Manages graduate-level advisor and contractor payments;
Purchases various prizes and award incentives for student events and programming;
Purchases and tracks boost contracts for social-media marketing.
Supervision of Student Employees and Leaders (10%)
Organizes all aspects of and assists in the hiring of Graduate School team members including ambassadors, assistant director of graduate admissions, graduate administrative assistants, and undergraduate student workers;
Interviews, hires, trains and supervises undergraduate work-study students;
Supports student leaders and their oversight of operations and budgets for all grad-student organizations (e.g., the Graduate Student Association, Saudi Student Association, BIFX Club);
Coordinates office projects, recruitment events and tasks with student employees and graduate school staff, including gathering appropriate materials for outside recruitment activities.
Qualifications We seek a candidate who values diversity, equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.
To perform this job successfully, this individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience Minimum Requirements/Qualifications
High School diploma and three years related experience and/or training in a high production, customer-service office environment or equivalent combination of education and experience required.
Attention to detail, accuracy, and organizational skills.
Candidate will be responsible for multiple project deadlines and will need to appropriately manage priorities while providing high level of customer service to internal customers and external constituents.
Experience working with and supervising students (or equivalent).
Must have access to a reliable vehicle for office purchases and emergent event errands.
Preferred Skills and Characteristics
Higher-education experience desirable, not required skills for the job.
Survey software, especially Qualtrics, is preferred.
Highly proficient with office productivity software (such as Microsoft Word, Excel, Access, PowerPoint, Adobe), Internet, e-mail and related on-line computer information systems. Experience with student information systems (SCT Power Campus, Salesforce), HTML and Qualtrics experience are preferred. Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.
Language Skills Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone. Ability to write routine reports and correspondence.
Mathematical Skills Ability to work with basic business mathematical concepts that apply to practical situations in the modern office environment. Ability to understand and interpret budgets, charts, graphs, tables, equations, data analysis and rudimentary statistical data. Ability to use mathematical concepts in developing reports, monitoring expenses, and creating a budget for events.
Reasoning Ability Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in theoretical arena and apply logic as appropriate.
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Essential Duties include the following. Other duties may be assigned.
Administrative Support to Dean, Graduate Council and Graduate School (35%)
Assists the Dean in meeting Graduate School goals, responds independently to inquiries on behalf of the Dean or directs inquiries to other staff members as needed;
Provides support for the Dean and office staff relating to faculty meetings, senior staff, Board of Associates, Board of Trustees, Graduate School Advisory Councils, and ad hoc meetings;
Assists with general communication, including moderation of the grad student listserv, the GradDean inbox, and web communication;
Maintains the Dean’s electronic calendar and contact list and schedules on-campus, off-campus or virtual meetings and appointments, and assembles necessary briefing materials in advance;
Handles travel arrangements for Dean, keynote speakers, and/or program consultants, which may include negotiating with vendors;
Oversees documents, appointments and payment of adjunct, research advisors, committee members and program directors;
Acts as Graduate Council recording secretary, preparing and distributing minutes, maintains the Council Blackboard site and prepares notices and electronic communications;
Accesses Recruitment Gateway documents and coordinates interviews for new graduate program faculty and candidates for the graduate school team;
Manages and distributes a comprehensive annual calendar for the office;
Assists in maintaining graduate school web page, as needed;
Prepares weekly staff agenda and gathers documents and information for the meeting;
Monitors and maintains appropriate inventory of recruitment materials and office supplies;
Oversees graduate school filing system with an emphasis on electronic filing;
Organizes other office activities (e.g. facility needs, shredding, equipment repair, inner-departmental and team-building events, etc.) and performs general clerical duties (e.g., phone systems, photocopying, scanning and faxing).
Event Coordination/Support (25%)
Manages a comprehensive annual calendar of events (both virtual and in-person), annually ranging from recruitment to student-support services;
Completes arrangements for orientation, open houses, alum career panels, 3MT, Cotton Cyber Lecture, domestic and international student support, advisory boards and program-related events organized specifically for the Grad School (currently supporting ~80/academic year);
Initiates, coordinates, and manages all aspects of annual Graduate Degree Recipient Reception, including invitations, coordination of facilities, registrations, audio, centerpieces, catering, and set-up with internal and external points of Solicits award recipients, prepares program, script, award certificates, award checks, and all other aspects of the annual event;
Assists in the coordination of graduate commencement including correspondence, reminders, and important details before and during the ceremony;
Creates and shares registration links with appropriate event specific demographic questions using various software: Salesforce, Qualtrics and SignUp Genius. Downloads and shares information to ensure high-level communication;
Composes and delivers electronic correspondence from initial invitation, reminder, and confirmation, to post-event evaluation;
Prepares/assembles folders, resource information, check-in sheet, name tags, and miscellaneous items (e.g. prizes, raffle tickets, gift bags) and ensures appropriate recruitment information and items are placed in venue accordingly;
Creates and analyzes post-event assessment surveys soliciting improvements and suggestions for the all events (~40 events annually).
Assessment Data Collection and Analysis (20%)
Provides post-assessment surveys and analysis for ~30 program advisory boards;
Conducts research, compiles data, and/or collects and analyzes information relating to events, enrollment, retention, and/or finances for the Dean;
Assists with organization and compilation of internal and external surveys in cooperation with the Dean and the Office of Institutional Research and Assessment.
Budget Maintenance (10%)
Maintains Graduate School’s office budget and purchasing records;
Prepares, distributes decisions and requests reimbursement regarding Graduate Research and Conference Funds, graduate and teaching assistantships, and other graduate-student funding;
Manages graduate-level advisor and contractor payments;
Purchases various prizes and award incentives for student events and programming;
Purchases and tracks boost contracts for social-media marketing.
Supervision of Student Employees and Leaders (10%)
Organizes all aspects of and assists in the hiring of Graduate School team members including ambassadors, assistant director of graduate admissions, graduate administrative assistants, and undergraduate student workers;
Interviews, hires, trains and supervises undergraduate work-study students;
Supports student leaders and their oversight of operations and budgets for all grad-student organizations (e.g., the Graduate Student Association, Saudi Student Association, BIFX Club);
Coordinates office projects, recruitment events and tasks with student employees and graduate school staff, including gathering appropriate materials for outside recruitment activities.
Qualifications We seek a candidate who values diversity, equity and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College’s mission as a student-centered, liberal arts institution.
To perform this job successfully, this individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience Minimum Requirements/Qualifications
High School diploma and three years related experience and/or training in a high production, customer-service office environment or equivalent combination of education and experience required.
Attention to detail, accuracy, and organizational skills.
Candidate will be responsible for multiple project deadlines and will need to appropriately manage priorities while providing high level of customer service to internal customers and external constituents.
Experience working with and supervising students (or equivalent).
Must have access to a reliable vehicle for office purchases and emergent event errands.
Preferred Skills and Characteristics
Higher-education experience desirable, not required skills for the job.
Survey software, especially Qualtrics, is preferred.
Highly proficient with office productivity software (such as Microsoft Word, Excel, Access, PowerPoint, Adobe), Internet, e-mail and related on-line computer information systems. Experience with student information systems (SCT Power Campus, Salesforce), HTML and Qualtrics experience are preferred. Ability to learn new applications quickly including organization-wide information systems and department-specific software applications.
Language Skills Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone. Ability to write routine reports and correspondence.
Mathematical Skills Ability to work with basic business mathematical concepts that apply to practical situations in the modern office environment. Ability to understand and interpret budgets, charts, graphs, tables, equations, data analysis and rudimentary statistical data. Ability to use mathematical concepts in developing reports, monitoring expenses, and creating a budget for events.
Reasoning Ability Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in theoretical arena and apply logic as appropriate.
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