Administrative Assistant

The Administrative Assistant provides comprehensive administrative support to the Dean(s) and academic leadership within the assigned school of the University. This position ensures smooth day-to-day operations of the Dean's office and supports initiatives related to academic programs, faculty coordination, student services, and overall school operations. The role requires professionalism, discretion, adaptability, and strong organizational abilities.

Major/Essential Duties of the Job:

Administrative Support:

• Manage the Dean's calendar, schedule meetings, and coordinate travel logistics.
• Draft, edit, and prepare reports, presentations, correspondence, and official communications.
• Organize and maintain digital and paper records, files, and confidential documentation.
• Process invoices, purchase orders, expense reports, and assist with budget tracking.
• Coordinate office coverage, supply ordering, and general administrative workflows.

• Serve as a liaison between the Dean's office and internal/external stakeholders, including faculty, staff, students, alumni, and community partners.
• Assist in the preparation and coordination of faculty meetings, advisory board meetings, accreditation visits, events, and special programs.
• Maintain up-to-date contact lists, calendars, and communication flows for faculty, staff, and external partners.
• Monitor and ensure timely follow-up on deadlines, projects, and initiatives.
• Support hiring, onboarding, and administrative processes for faculty and staff as assigned.
• Operations require some varying scheduling components.

• Field calls, emails, and walk-in inquiries on behalf of the Dean's office.
• Prepare briefing materials for meetings, presentations, and special projects.
• Support cross-departmental initiatives by coordinating meetings and sharing updates.
• Assist in compiling reports, academic data, and internal dashboards.
• Work collaboratively with departments such as Admissions, Registrar, Finance, HR, Advancement, and Student Affairs.

• Associate's degree or equivalent administrative experience.
• 2+ years in a professional administrative or office support role.
• Proficiency in Microsoft Office Suite and scheduling tools (e.g., Outlook, Teams).
• Excellent communication, time management, customer service, and multitasking skills.
• Ability to handle confidential information with discretion and professionalism.

• Bachelor's degree.
• Experience in higher education or academic office settings.
• Familiarity with student information systems, CRM systems, or learning management platforms.
• Experience supporting multiple leaders or departments in a fast-paced environment.