Administrative Assistant to the Dean

SUMMARY

Financial and Budget Management

• Supports the Dean by producing financial and personnel reports, assisting with yearly budget creation, providing ongoing budget analysis, balancing credit card statements, and processing payments.
• Collects receipts and produces reports for the Provost’s Office.
• Communicates with faculty regarding purchasing inquiries to ensure the needs of the Dean, support staff, and students are met.

Administrative and Project Coordination

• Coordinates projects, events, and meetings for the Dean and departments within the School of Education and Behavioral Studies.
• Assists with travel arrangements for the Dean and departmental faculty attending university-approved conferences and professional developmental activities.
• Prepares and updates course schedules, including processing changes as needed.
• Maintains digital and physical storage of graduate student information, records, and databases, keeping the information accurate and up to date.
• Submits maintenance and supply requests to support office operations.
• Records and distributes minutes for School meetings.

Record Management

• Maintains accurate and complete records of students’ progress and concerns.
• Reviews and processes student forms, referring students to advisors or other university departments as needed for completion.

Faculty and Student Support

• Partners with faculty in the coordination of the Counseling Education Hooding Ceremony events, two per year.
• In collaboration with university stakeholders, coordinates the planning and execution of graduation events for the School of Education and Behavioral Studies.

EDUCATION:

EXPERIENCE:

ESSENTIAL COMPETENCIES (Knowledge, Skills, and Abilities)

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
• Technology – Strong aptitude to learn new technologies as department processes evolve.

ADDITIONAL REQUIREMENTS:

• Ability to work non-routine hours during certain times of the year.
• Ability to sit for prolonged periods of time.