Administrative Assistant 1

Description

Job Title: Administrative Assistant to the Dean of Academics
Department: Academics
Location: Army and Navy Academy
Reports To: Dean of Academics

Position Summary:

The Executive Assistant to the Dean of Academics provides high-level administrative support to the Dean and Academic Office. The position requires a highly organized, detail-oriented individual, who can manage various complex administrative tasks with discretion. The Executive Assistant serves as a key point of contact for faculty, staff, students, and external stakeholders, contributing to the smooth operation of the academic leadership office.

Key Responsibilities:

1. Administrative Support:
   • Manage the Dean's calendar, scheduling meetings, appointments, and events.
   • Organize and coordinate internal and external meetings, ensuring all materials are prepared and distributed in advance.
   • Handle confidential information with discretion and professionalism.
   • Prepare correspondence, reports, presentations, and documents.
2. Communication and Coordination:
   • Serve as the primary point of contact for the Dean’s office, managing communications with faculty, staff, students, and external partners.
   • Coordinate and facilitate meetings and events, ensuring all logistics are handled efficiently.
   • Act as a liaison between the Dean and other departments, ensuring a smooth flow of information.
3. Event Planning and Logistics:
   • Assist with the planning and executing of academic conferences, workshops, and events.
   • Coordinate travel arrangements and accommodations for the Dean and academic visitors.
   • Organize special academic functions, including faculty meetings, retreats, and convocations.
4. Project Management:
   • Assist in managing academic projects, initiatives, and tasks, ensuring deadlines and objectives are met.
   • Track progress on various academic initiatives, following up with relevant parties as necessary.
5. Administrative Support to Academic Committees:
   • Provide administrative assistance to academic committees, including scheduling meetings, preparing agendas, and maintaining records of meetings.
   • Support the preparation of academic reports, accreditation materials, and other documentation.
6. Financial Administration:
   • Assist with budgeting and financial management for academic programs, including processing expenses, invoices, and reimbursements.
   • Maintain financial records and assist with forecasting academic-related spending.
7. Special Projects:
   • Undertake special projects and initiatives as assigned by the Dean.
   • Conduct research and compile information as necessary to support decision-making and strategic planning.

Qualifications

Qualifications:

• Education: Bachelor’s degree in a relevant field (e.g., Business Administration, Education, or a related discipline). *
• Experience: Minimum of 3 years of experience in an executive support or administrative role, preferably in an academic setting.  
• Skills:
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).
  • Ability to handle multiple tasks with attention to detail and a high level of accuracy.
  • Strong interpersonal skills and ability to work effectively with diverse groups of people.

*  May assess the combination of education and training to determine if it provides the equivalent knowledge and abilities required for the job.

Preferred:

• Experience in private education administration or academic settings.
• Knowledge of academic policies and procedures.

Compensation:

Hourly Position
Full-time (12 months)

$28 - 32 per hour (based on experience)

Salary : $28 - $32