Executive Assistant- Undergraduate Studies

STATUS: Full-Time, Permanent, 12-month position
DIVISION: Academic Affairs
REPORTS TO: Dean of Undergraduate Studies
SUPERVISES: N/A
FLSA STATUS: Exempt

POSITION DESCRIPTION

The Executive Assistant, Academic Affairs is responsible for assisting and supporting the Dean of Academic Affairs and the Undergraduate Dean in performing his/her duties.

DUTIES AND RESPONSIBILITIES

Act as the Dean’s primary support person, including keeping calendars, fielding calls, coordinating workflow, communications, processes, and procedures to ensure that projects and various assigned tasks are being handled in a timely manner;
Maintain Undergraduate Studies files and records, often of a highly confidential and critical nature, including faculty files, strategic initiatives, etc.;
Coordinate special projects and assignments including gathering and analyzing data preparing reports and summaries, keeping files and making recommendations;
With Human Resources, coordinate the searches for Undergraduate Studies full-time faculty candidates;
Administer the Academic Affairs budget, assist with department budget preparation, this includes annual budget review and spreadsheet of updates for Undergraduate Studies and submission to the business office;
Coordinate with the Dean of Academic Affairs, the management of the Academic Affairs development fund requests, approvals, and account reconciliation;
Facilitate communication with the Deans, Chairs, Faculty, Program Managers, administrative department staff and students, including keeping general calendars for support meetings, workshops, conferences, etc.;
Coordinate travel arrangements and itineraries for the Dean of Academic Affairs and Undergraduate Dean and CCS visitors;
In Collaboration with the Speakers and Exhibitions Committee, coordinate the Toyota and Woodward Lecture series and other special events;
Facilitate the selection process for the Imre J. Molnar award;
Monitor concerns raised by students, faculty, and/or staff, and apprise the Deans of issues in need of resolution;
Represents the Deans at Program Manager meetings;
Participate as assigned in various College activities such as visiting speaker events, exhibitions, open houses, portfolio days, the annual Student Exhibition, and Commencement, as well as functions related to sponsored projects and other activities;
Maintains and orders office supplies for Academic Affairs;
Monitor payment allocation for CCS Mentors.
Perform additional duties as assigned by the Dean of Academic Affairs and the Undergraduate Dean.

QUALIFICATIONS AND EXPERIENCE

A Bachelor’s degree;
Five or more years Executive Assistant experience;
Proficient computer skills including Microsoft Word, Excel and Gmail/docs, with moderate skills in Canvas, and Zoom;
Ability to create and manipulate databases, draft correspondence, format advanced word processing, create spreadsheets, travel and itineraries;
Outstanding interpersonal, verbal and written communication skills, organization and problem-solving skills;
Successful candidate will be a high-energy, self-starter, with the ability to handle multiple projects and assignments and changing priorities.

WORKING CONDITIONS

This job operates in a professional office and college campus environment. The noise level in the work environment is usually moderate. The employee is occasionally exposed to outside weather conditions.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to maintain a stationary position, use a computer and other office equipment, and communicate effectively in person, by phone, and virtually. Frequent interaction with others, including staff, faculty, students and third parties is required. The employee may occasionally be required to move files or other objects weighing up to 25 pounds, including from low and high places. The ability to move around within the office and between buildings on campus, attend off-site meetings and events, and travel between Ford Campus site to Taubman Center site are required. CCS will make reasonable accommodations that will allow individuals with disabilities to perform the essential functions.

ABOUT CCS

College for Creative Studies is a nonprofit institution; it is one of the leading art and design colleges in the world. CCS is ranked by LinkedIn as a top three design school in the US and the best in the Midwest, based on alumni success. CCS has state-of-the-art facilities to support the complete range of creative production, from traditional art forms such as painting, glassblowing, foundry, and printmaking, to the most contemporary systems, including the latest digital imaging technology and extensive rapid prototyping output tools. The College currently enrolls more than 1,400 undergraduate and graduate students. It offers a Bachelor of Fine Arts in 13 majors: Advertising Copywriting, Advertising Design, Art Education, Communication Design, Crafts, Entertainment Arts, Fashion Accessories Design, Fine Arts, Illustration, Interior Design, Photography, Product Design, and Transportation Design. It also offers a Master of Fine Arts in four majors: Color and Materials Design, Interaction Design, Integrated Design, and Transportation Design.

To Apply

Applicants are encouraged to apply immediately. The search will close when a suitable candidate is hired. Interested candidates should submit the following in PDF format:

Resume and a letter of application should be submitted to: [email protected]

CCS website: http://www.ccsdetroit.edu/

The College for Creative Studies, a leading college of art and design, represents a community composed of individuals with many perspectives, personal experiences, values, identities and worldviews and we value the diversity this brings to our organization. CCS is an Equal Opportunity Employer committed to a diverse and inclusive workforce. We consider applicants for all positions without regard to age, race, color, national origin, religion, sex, sexual orientation, gender identity, marital or veteran status, disability or any other legally protected status.

The College for Creative Studies subscribes to the principle of equal opportunity in its employment, admissions and educational practices and strives to provide an environment and workplace free from unlawful harassment or discrimination. Diversity, Equity and Inclusion are part of our Core Institutional Values and we encourage applications from all individuals.