Administrative Assistant to the Dean - School of Business

Performs any combination of advanced level and routine administrative duties for the Office of the dean. Responsible for supporting the dean in meetings, approvals, scheduling, and budgeting. Other responsibilities include support of the University's academic programs and initiatives, and facilitating the interaction of the Dean with the campus, faculty and staff, and community members.

Perform day to day administrative functions. Handles office correspondence, report and generate documentation with the dean to meet established regulations and policies.

40%

Manage the dean's calendar in Outlook, coordinates meetings, events, and communication of information from the dean's office to faculty and staff. Handles dean's phone call, messages, and mail.

25%

Administration of adjunct contracts, overload stipends, ensuring proper documentation is filed with Records Human Resources.

15%

Manages dean expenditures through Concur and oversight of budget spreadsheets and documents. Initiates, processes and maintains records and invoices.

10%

Researches, prepares and/or assists in the preparation, compilation, and analysis of information relating to budgets, grant applications, proposals, status reports, student records, and presentations. Develops and maintains spreadsheets.

5%

Coordinates Faculty recruitment process to ensure smooth recruitment and to assist in the onboarding process

5%

Supplemental Functions

Performs all other duties and responsibilities as assigned.

• Handle highly confidential material, understanding that all University information should only be disclosed to others who have a need to know, for legitimate business reasons; have the ability to exercise and apply sound judgment and decision making skills as well as the ability to maintain integrity and confidentiality of data.
• Balance priorities to accomplish assigned tasks within the required time frame and to be able to shift quickly between several tasks without loss of continuity.
• Effectively evaluate and process forms; verify data for accuracy, completeness and compliance within established procedures; enter data into computer system, monitor, calculate and, maintain confidential files and data; identify problems and propose feasible solutions.
• Type, compose and edit correspondence, memos, letters, agendas and reports; revise schedules, forms, reports, records, and other information; prepare statistical information for use in reports.
• Coordinate department schedules, appointments, projects, travel arrangements, room reservations and major events.
• Attend meetings, transcribes and distribute minutes.
• Initiate and answer telephone calls; screen and direct calls; greet visitors and direct to appropriate personnel; route and distribute incoming mail and other materials; prepare outgoing mail and packages.
• Follow instructions, respond to management direction; Take responsibility for own actions; Keep commitments; Complete tasks on time or notify appropriate person with an alternate plan.
• Effectively communicate general information to University constituencies; some situations may require the ability to relay complex or adverse information with tact and diplomacy.
• Be effective in dealing with a wide range of professionals, staff, and administrators.
• Engage in meaningful and intentional professional development appropriate for areas of responsibility.
• Carry out all responsibilities and objectives in a professional manner.
• Maintain professionalism when dealing with all staff and other customers while fostering positive working relationships.
• Accept and render constructive criticism in a professional manner.
• Adhere to the governing documents, policies and procedures established by St. Bonaventure University.
  
  

Associate's degree and three or more years working in an executive level support position, in a professional setting or a combination of education and experience from which comparable knowledge and skills are acquired.

Has a documented work history that shows a record of increased responsibilities; setting work priorities; handling multiple assignments; meeting deadlines; working with confidential information. Functions at an expert level using the Microsoft Office Suite. Ability to work independently with minimal or no supervision, take initiative, handle emergency situations in a professional efficient manner. The ability to successfully complete a criminal background check.

Knowledge, Skills, And Abilities

Should possess excellent administrative communication and organizational skills. Have advanced knowledge of Microsoft Office, including Excel, Word, and Outlook. Will need to show discretion as sensitive materials will be handled on occasion. Individual is welcoming and professional as the point of contact for both the dean & School of Business.

Applicants must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Full-time employees at SBU enjoy unparalleled benefits

Abundance of Time off

• 20 Days of Paid Time Off
• 20 Paid Holidays
  
  

Tuition Remission

• 100% undergraduate tuition remission for employee, spouse, and dependents
• 80% graduate tuition remission for employee (online and ground programs)
• 50% for spouse (ground programs only)
  
  

Full Benefit package

• 403b Retirement Plan 10% Employer contribution after 2 years
• Health Insurance with $250 Wellness card
• Dental Insurance
• Employer Paid Vision and Life insurance
• Short-term Disability
• Employer Paid Long-term Disability
• Employee Assistance Program
  
  

Other Perks

• Free access to campus fitness center
• 2 free Division 1 Men's Basketball Season tickets
• Golf course membership discount
• Other National and Local discounts available