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Executive Assistant to the Vice President of Academic Programs/Dean |
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| Position: |
Executive Assistant to the Vice President of Academic Programs/Dean |
| Date: |
2/02 |
| Position
Code: |
2522 |
| EEO
Code: |
102 |
Job Summary
Reporting to the
Vice President of Academic Programs and Dean of Graduate Studies has
direct responsibility for budget preparation and management. Works with
the Vice President of Academic Programs/Dean on long-range strategic
planning, retrospective reviews, proposals for funding of WHOI Academic
Programs and stewardship of endowment, annual gifts and other private
giving to WHOI Academic Programs and WHOI portion of the MBL/WHOI
Library. Provides administrative support to the Vice President of
Academic Programs/Dean for his/her Institution-wide responsibilities.
Supervises administrative staff as assigned. Represents the Vice
President of Academic Programs/Dean and/or Associate Dean in their
absences.
Major Duties
- Assists the
Vice President of Academic Programs/Dean in the preparation and
coordination of the Academic Programs, Housing, and WHOI portion of the
MBL/WHOI Library budgets; provides overall management of these budgets,
through interactions with individual budget managers within specific
Academic Programs, Housing and Library.
- Assists with long-range strategic planning for the Institution's Academic Programs.
- Works closely with the Associate Dean, Departmental Education
Coordinators, Registrar/Graduate and Undergraduate Programs
Administrator, Department/Center Administrators, the Office of Grants
and Contracts, the Development Office and other budget officers on
budgeting for Academic Programs and Library activities.
- Supervises the Coordinators of Housing, the Postdoctoral Programs, and the Geophysical Fluid Dynamics Program.
- Works closely with the Associate Dean, Departmental Education
Coordinators, Registrar/Graduate and Undergraduate Programs
Administrator, Department/Center Administrators relating to support of
the Scientific Staff with Academic Programs' responsibilities.
- In coordination with the Registrar/Graduate and Undergraduate Programs
Administrator, is responsible for the reconciliation of the Joint
Program tuition, shared costs and fellowship support with the
appropriate MIT offices and officials.
- Prepares the minutes for the Trustees ad hoc Education Committee meetings.
- Assists the Vice President of Academic Programs/Dean in proposal
preparation to secure funding for current and future Academic Programs
and Library activities and interacts with Program Managers and other
officers of outside funding agencies and organizations.
- In coordination with the Development Office, oversees preparation of
the Academic Programs Office's input into philanthropy stewardship
reports and proposal drafts for Academic Programs and Library. Assists
the Vice President of Academic Programs/Dean in the preparation of
stewardship letters and reports for endowment, annual gifts and other
funding for WHOI Academic Programs and Library activities.
- Oversees planning and coordinating of a variety of meetings,
conferences and workshops for the Vice President of Academic
Programs/Dean and assists with long-range strategic planning.
- Performs other duties as may be assigned.
Desired Education/Experience for Hiring
College degree with
5 plus years of office administrative and financial management
experience in an educational, research or similar organization
required. Work experience in higher education, particularly in the
student services arena, and experience with ocean sciences and/or ocean
engineering preferred. Supervisory experience and a strong working
knowledge of computer processing programs, PCs and networked PCs with
administrative and financial management techniques are essential.
Demonstrated effective interpersonal, written and organizational skills
are essential, along with a proven ability to work independently and
under pressure. Supervisory and coordination experience in housing
operations in and educational/research arena preferred
Last updated: February 25, 2013 |
