Executive Assistant

Department

Compensation

The Executive Assistant to the Dean serves as a strategic partner and trusted confidante to the Dean, providing high-level administrative and operational support to ensure the efficient and effective management of the Dean's Office. This position represents the Dean's Office in a professional manner, handling sensitive matters with discretion, and supporting the Dean in implementing the college's strategic priorities and upholding its core values. This position responsibilities includes the following:

• Manage the Dean's complex calendar, prioritizing and scheduling meetings, appointments, and engagements while balancing competing demands

• Draft, edit, and prepare various forms of communication, including public, confidential, high-level, and routine correspondence, memoranda, speeches, evaluations, reports, and social media posts

• Organize and prepare agendas, notes, and follow-ups for key meetings (e.g., Chairs & Directors, Dean's Advisory Council)

• Monitor and track critical processes within the college, including tenure and promotion, strategic planning, annual reporting, chair retention, and bylaws/guidelines updates

• Assist with planning and executing college-wide events, such as faculty retreats, new faculty open houses, student and faculty recognition ceremonies, and community engagement initiatives

• Triage and escalate complaints received by the Dean's Office, ensuring proper follow-up and resolution in collaboration with relevant departments

• Provide guidance and support to faculty, staff, students, and external community members seeking assistance from the Dean's Office

• Ensure accuracy of paperwork requiring the Dean's approval and facilitate proper routing

• Assist in organizing, filing, and completing annual evaluations for the Dean's direct reports

• Prepare summary reports and gather information to support the Dean's decision-making

• Arrange travel and accommodations for the Dean, and facilitate purchasing processes as needed

• Serve as back up to the staff members in times of absence and heavy volume

• Assist with management of shared email boxes in the Dean's Office

• Manage daily operations of the Dean's Office

• Other duties as assigned by COAS leadership
  

Required Qualifications :

High school diploma and four years of experience directly related to the job functions. Directly related college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

Equal Opportunity

The University of North Florida (UNF) is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. The University of North Florida does not commit or permit discrimination or harassment on the basis of genetic information, race, color, religion, age, sex, disability, gender identity/expression, sexual orientation, marital status, national origin, or veteran status in any educational, employment, social, recreational program or activity that it offers. In addition, UNF will not commit or permit retaliation against an individual who reports discrimination or harassment or an individual who cooperates in an investigation of an alleged violation of university regulation.

Carnegie

UNF is a Carnegie Community Engaged Institution. This designation celebrates the University’s collaboration with community partners from the local to the global level. It reflects UNF’s mission to contribute to the public good and prepare educated, engaged citizens.