Duties & Responsibilities

• Provide administrative support under the direction of the Administrative Assistant to the Dean in a timely and efficient manner, including but not limited to scheduling meetings, ordering food for meetings and visitors, making
  copies, maintaining and updating lists, and drafting simple documents for review. Act as a point of contact for
  scheduling the two main conference rooms and visitor parking spaces for the college. Distribute
  communications in Email and create forms in WebTools upon request by the assistant to the dean.
• Assist the Associate Dean for Diversity, Equity, Inclusion with a variety of tasks including but not limited to calendaring, scheduling meetings, securing meeting rooms, booking travel, making purchases, and general office support tasks as needed.
• Arrange travel for the Dean (i.e. flights, hotels, car rentals), under the direction of the Administrative Assistant. This includes updating the Dean’s calendar with meeting and trip information, reconciling travel charges in the Chrome system, completing travel related itinerary, receipts, and documentation.
• Screen all telephone calls to the main college office, directing calls to the proper people or offices. Screen all visitors to the Office of the Dean, notify constituents of visitor arrivals for meetings, and direct visitors to the appropriate office or meeting location.
• Organize, maintain, and purchase supplies, such as office and kitchen supplies. Stock the copy machine with paper and toner, and handle communications related to copy machine repair and maintenance. Maintain kitchen area and keep condiments and kitchen supplies stocked.
• Distribute incoming mail to the mailboxes for all staff within the Office of the Dean, and open, stamp, and assist in the prioritization of all incoming correspondence for the Dean. Deliver mail to the Engineering Business Service Center (EBSC) and vice versa for the offices located in Engineering Hall.
• Assist with the administrative aspects of event, workshop, retreat, or meeting coordination at the direction of the Assistant to the Dean, including but not limited to preparing nametags, reserving conference rooms, answering catering staff questions, etc. This work is sporadic and on an as-needed basis.
• Perform other duties as assigned.