Administrative Assistant, Dean

SUMMARY 

In support of the university’s mission and objectives, the Administrative Assistant reports to the Dean. The Administrative Assistant is responsible for supporting the Dean, overseeing the day-to-day operations, creating requisitions, reviewing and maintaining all department budgets, maintaining the calendar, processing student forms, and assisting with the hiring process.  

ESSENTIAL FUNTIONS

Office Management 

• Maintains office files, meeting minutes, calendar, conference room schedules and program materials up to date 
• Orders, maintains, and accounts for educational and office supplies and materials including managing faculty book orders and allowances 
• Tracks SOM policies and procedures 
• Arranges maintenance and keep records of office and audiovisual equipment 
• Manages Work Order process for building needs 
• Organizes office moves and faculty office set ups, furniture, computer equipment, supplies 
• Communicates with new hires their responsibilities in getting cleared to work, including applying to HR and sending in all official transcripts 
• Coordinates and oversee the activities of Federal Work Study students assigned to SOM 
• Directs students, potential students, parents, and visitors to appointment locations 
• Receives and log SOM packages 
• Processes student request forms obtaining appropriate signatures 
• Manages copy room copier supplies and repairs

Dean Support 

• Arranges and coordinates Dean’s calendar and schedule appointments, meetings, travel arrangements, and other activities 
• Composes, edits, formats, and type letters, memos, reports, and other correspondence.  
• Designs, edits, and produce forms and documents 
• Gathers, organizes, maintains, files, and provides information, correspondence, and other records to and from the Dean, faculty, students, and others 
• Facilitates intra- and inter-departmental communication 
• Conducts research and create statistical reports as needed 
• Manages Dean and departmental expenses and budgets 
• Participates in SOM and university meetings as needed 
• Coordinates and arranges meetings, prepare agendas, reserves and prepares facilities, and record, type and distribute minutes of meetings 

Financial Responsibilities 

• Tracks SOM spending and revenue and maintain departmental budget accounts and grant accounts.  
• Creates requisitions and purchase orders in Jenzabar as required 
• Provides Dean with clear and detailed updates on the budget 
• Maintains purchasing card records assigning budget allocations and entering into Works, gathering receipts and appropriate approvals and processing 
• Prepares Overload master spreadsheet for faculty and submit for processing 
• Tracks faculty personal development allowance funds and spending 

Departmental Event Planning 

• Assists with creating and printing programs, certificates, and awards for ceremonies and other tasks as required 
• Assists in coordination and administration of the SOM events, including arranging travel and accommodations for out-of-town guests and speakers for said events 
• Orders catering and room set up needs and processing payments

SUPERVISORY RESPONSIBILITY  

• Student Employees 

EDUCATION:  

• Post high school training, required; Bachelor's degree, preferred, or equivalent experience. 

EXPERIENCE:  

• 1+ years of experience in higher education administration/student development preferred. Bilingual with fluency in English and Spanish preferred. 

 
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. 
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye. 
• 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. 
• Establishes Trust – Gains the confidence of others by actions and words that promote being honest, forthcoming, and vulnerable. 
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines. 
• Results Orientation & Accountability – Takes accountability and identifies, executes and drives actions to consistently achieve desired results. 

ADDITIONAL REQUIREMENTS:  

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