PROFESSIONAL POSITION DESCRIPTION
Position Title: Special Assistant to the Dean
Division: Law
Department: Dean’s Office
Location: Office on Portland campus
Schedule: Regular, full time, with nights and weekends as required
Reports to: Dean
STATEMENT OF THE JOB: The Special Assistant to the Dean has primary responsibility for coordinating and managing the daily functioning of the Dean’s Office at the School of Law. The Special Assistant is also responsible for planning and coordinating all non-alumni special events at the Law School, and for coordinating and providing logistical support to the Law School’s efforts in cultivation and stewardship of major gift donors and prospects. This position serves as the point of contact for many external constituencies and plays a pivotal role in Law School operations.
ESSENTIAL FUNCTIONS:
· Assists the Dean in implementing the overall goals and objectives of the Law School’s program of legal education.
· Coordinates all non-alumni special events, within and outside the Law School, in consultation with the Dean and other members of faculty and professional staff. This includes design and preparation of invitations and promotional materials (or management of such design and preparation, as the case may be), writing press releases, development of the schedules for events, development of appropriate mailing lists, making arrangements with caterers, and event facilities, coordinating travel arrangements for speakers and participants, coordinating publicity and community outreach in connection with such events, responding to inquiries from invited guests and members of the public and event set-up and tear-down.
· Responds to inquiries from the public, the bench and bar, faculty, staff, students and other University departments, providing information on administrative or academic areas, some of which may require interpretation of policy.
· Manages the Dean’s communications, calendar, daily schedule, files and travel, including prioritizing calendar conflicts and requests. Ensures appropriate research and retrieval of information pertaining to meetings and events. Briefs Dean on matters of importance as appropriate.
· Coordinates with the Director of Development and External Relations in providing administrative and planning support with respect to the cultivation and stewardship of the Law School’s major gift donors and prospects. This includes coordinating and providing logistical support for committee meetings, solicitation training sessions, special events, one-on-one meetings of Dean, donors and volunteer solicitors, as well as follow-up communications as needed.
· Provides support to the Dean and Director of Development and Alumni Relations with respect to management of the Law School’s major gift donor and prospect database.
· Processes confidential information on all issues of Law School administration.
· Coordinates preparation of Dean’s correspondence, memoranda and reports.
· Maintains complex paper and computer filing and database systems.
· Maintains selected portal content.
SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES*: None
SUPERVISORY RESPONSIBILITIES: None
BUDGET RESPONSIBILITIES: As required
PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE: n/a
INTERNAL AND EXTERNAL CONTACTS:
Internal: Office of the Dean, Advancement & External Affairs, Finance and Administration, Admissions, Career Services, Student Services, law school faculty, students and volunteers.
External: Alumni, members of the media, and representatives from USM marketing and public affairs offices.
KNOWLEDGE, SKILLS, AND ABILITIES:
· Ability to plan, operationalize and move forward initiatives
· Ability to problem solve, negotiate and motivate for the benefit of the Law School and dean.
· Ability to organize and host public events
· Ability to work collaboratively and to lead major planning efforts
· Ability to handle multiple competing priorities, to set and meet deadlines, and to deliver quality products in a timely and efficient manner.
· Ability to manage multiple calendars and prioritize requests.
QUALIFICATIONS:
Required:
· BA/BS from and accredited institution and a minimum of three years’ experience in an executive assistant or project manager role, preferably a higher education setting.
· Experience in planning, analyzing, communicating and managing.
License/Certifications:
Preferred:
*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities as listed above, or other licensure or certification, shall have the following additional applicable background screening completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification verification.
For Human Resources Use
Date Approved: 12/2015
Date Revised:
Job Family: 11
Salary Band: 02
Unit: UMPSA
CUPA code: 325000
Employee: vacant
Position #: