Executive Assistant to the Dean of Libraries

Job description

Location: Binghamton, NY Category: Professional Posted On: Fri Aug 22 2025 Job Description:
Budget Title: Senior Staff Assistant (SL-3)

Salary: $60,000 - $75,000

The Executive Assistant to the Dean plays a pivotal role in supporting the libraries' mission, strategic priorities, and operations by facilitating effective communication and ensuring seamless administrative processes.

This dynamic role serves as a key liaison between the Dean, faculty, staff, students, and external partners, while managing the Dean's calendar, coordinating meetings, and organizing events that align with the Libraries' values of collaboration, service, and innovation.

Responsibilities also include supporting special projects and committees that further the Libraries' goals.

The Executive Assistant reports to and works closely with the Dean to prioritize daily tasks and operations and will have strong collaboration with the Senior Director for Administrative Services and other administrative staff.

This role demands attention to detail, proactive communication, and the ability to handle multiple tasks efficiently.

The Executive Assistant is essential in ensuring the smooth functioning of the Dean's responsibilities, managing internal and external relations, and contributing to the success of key initiatives.

Duties and Responsibilities


+ Serve as a liaison between the staff and the Dean to ensure timely and accurate exchange of information, fostering a collaborative and high-performing environment.

+ Manage the Dean's schedule, calendar, and logistics, ensuring smooth coordination of meetings, committees, and events.

+ Arrange domestic and international travel for the Dean, including transportation, accommodations, and itineraries.

+ Collaborate with events, alumni, and communications teams to facilitate the Dean's engagements.

+ Prepare and distribute agendas, reports, meeting notes, and other materials for meetings.

+ Monitor ongoing tasks and complete assignments in a timely manner.

+ Support the Dean's committees and confidential operations, including faculty processes (e.g., sabbatical, tenure, promotion, evaluations).

+ Serve as a point of contact for internal and external stakeholders, maintaining clear communication channels.

+ Draft, edit, finalize, and send documents, emails, and other communications that advance the dean's campus and professional commitments.

+ Participate in professional development, compliance training, and serve on committees as appropriate.

+ Participate in a work culture that promotes diversity and anti-racism and actively works to eliminate or mitigate the effects of systemic racism and bias.


Job Requirements:

+ Bachelor's degree

+ At least 2 years of administrative experience

+ Effective interpersonal, organizational, and communication skills

+ Proficiency in standard office software (e.g., Google Docs, Microsoft Word, Excel, PowerPoint)

+ Ability to manage multiple priorities and maintain confidentiality


Preferred:


+ Experience supporting senior executives or managers in an administrative capacity

+ Experience working in higher education or comparable organizational settings

+ Familiarity with academic policies, faculty processes, and university operations

+ Experience using scheduling tools

+ Experience coordinating travel and events, including international arrangements

+ Flexibility and adaptability to dynamic office settings and evolving priorities


Visa sponsorship is not available for this position

Additional Information:
Offers of employment may be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials.

Binghamton University is a tobacco-free campus.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.

If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov

Payroll information can be found on our website https://www.binghamton.edu/offices/human-resources/payroll/

Cover letters may be addressed To the Search Committee.

Postings active on the website, accept applications until closure.

For information on the Dual Career Program, please visit:
https://www.binghamton.edu/offices/human-resources/prospective/dual-career/index.html

Equal Opportunity/Affirmative Action Employer
The State University of New York is an Equal Opportunity/Affirmative Action Employer.

It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception.

As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates.

This requirement extends to employment and admission.

Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR).

Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here (https://www.binghamton.edu/diversity-equity-inclusion/policies-and-procedures/title-ix-.html) .

Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities.

To request reasonable accommodation to participate in the job application or interview process, contact the ADA Coordinator by completing the Reasonable Accommodation Request Form (https://docs.google.com/forms/d/e/1FAIpQLSfL3zD9n76Ma5icv9N-xdvrVyU3kuaMxgW1-L2Syi-uwPGw2Q/viewform) .

Required Skill Profession

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