Administrative Assistant to the Dean

SUMMARY:

Provides administrative support to the Dean for the School of Liberal Arts and Sciences assisting with the day-to-day operations of the school, including, but not limited to: coordinating activities/events; managing the Dean’s calendar; data collection, coordination of faculty and staff hiring; and maintenance of reports (such as the catalog or advisor/advisee assignments). The Administrative Assistant supervises student workers and will act as liaison to department chairs.

JOB RESPONSIBILITIES:

Office of Dean Operations

• Serve as a first point of contact for all inquiries to the Office of the Dean, providing top-level service that always puts people first.
• Provide administrative support in highly sensitive situations to the Dean, including scheduling confidential meetings; drafting correspondences for the Dean, maintaining and reviewing confidential communications; and interacting with constituents over sensitive matters.
• Coordinate daily office operations and front desk activities, including calendar management, room reservations; mailings; ordering office supplies; maintain school’s external/internal website; and overseeing the maintenance of office and classroom equipment.
• Collect data and create reports.
• Maintain department budget tracking and provide reports for ongoing budget analysis.
• Assist with processing of faculty applications and hiring procedures
• Assist with completion of schedules, Letters of Intent, faculty scheduling, room assignments, course schedules, faculty course evaluations.
• Coordinate faculty participation in events such as academic fairs, student orientation and registration, classroom visits, etc.
• Assist the Dean with special projects related to new program development and improvement initiatives.
• Supervise student workers.
• Complete other assignments/projects as requested by the Dean.

INSTITUTIONAL ALIGNMENT:

• Demonstrates a commitment to the university’s purpose, mission, and affirms its Guiding Principles as a Christ-First (evangelical) institution. Lives a life consistent with and not contrary to the biblical values found in the Employee Handbook. In addition, he or she will be an active member (or attender) of a local church.

JOB FACTORS AND REQUIREMENTS:

• Post-high school training/coursework is required
• Bachelor’s degree is preferred
• 2 years of work experience
• Ability to welcome people warmly, show genuine interest toward others, and interact in a variety of audiences in a professional manner.
• Proven ability to respond quickly and sensitively to constituents, discern how to best meet their needs, and contact the appropriate individuals for assistance.
• Strong written and oral communication skills.
• Detail oriented, organized, and able to solve problems independently.
• Proven ability to work in a fast-paced environment, shift priorities, multi-task when competing needs surface, and meet deadlines.
• Proficient knowledge of Microsoft Office (Word, Excel and PowerPoint).
• Strong aptitude to learn new technologies.
• Proven ability to work with confidential information in an appropriate manner.

Note: The University reserves the right to change or reassign job duties, combine or eliminate positions at any time.