Administrative Assistant to the Dean of the College

JOB TITLE: Administrative Assistant to the Dean of the College 

DIVISION: Academic 

SUPERVISOR: Dean of the College 

I.    PURPOSE OF THE JOB 

The Administrative Assistant to the Dean of the College provides administrative assistance and support to the Dean of the College and their team. This is a full-time position that requires excellent organizational, communication and interpersonal skills, as well as a strong attention to detail and the ability to handle multiple tasks. 

II.    ESSENTIAL FUNCTIONS AND RESPONSIBILITIES  

• Provide administrative assistance to the Dean of the College, including tasks such as telephone, mail, calendar, correspondence, filing, appointments, travel, drafting correspondence, reports, presentations, agendas, etc. 

• Serve as receptionist and initial contact for all students, faculty, staff and visitors 

• Complete special projects as assigned by the Dean of the College or other members of the senior leadership team 

• Serve as a liaison between the Office of the Dean of the College and other departments and offices across Southeastern 

• Manage travel arrangements and logistics for the Dean of the College, including preparing travel reports and expense reports 

• Maintain College office budget, processing purchase orders and reimbursements 

• Prepare agenda and meeting materials for the College area faculty meetings 

• Take minutes for the College area faculty meetings 

• Arrange logistics for prospective faculty interviews and correspondence 

• Assist with College Institutional Effectiveness, SBC, and Board of Trustees documents/reports 

• Coordinate College Office events such as the Travers Excellent in Writing Award Ceremony, Christmas party, etc. 

• Manage all incoming calls, emails, mail, and communication with faculty, prospective faculty, staff, students, prospective students, visitors, and other related persons or vendors as it relates to the College 

• Submit and manage work orders for the College Office 

• Assist the Dean of the College with Classes and Students as needed/requested 

                i. Set up the CampusNet page for all courses 

                ii. Revise Syllabi and Course Schedules as needed 

                iii. Assist with student communications, meetings, and management of coursework 

                iv. Create and maintain PowerPoint presentations and other materials for classes 

                v. Manage classes on CampusNet, uploading syllabi, managing quizzes and exams, grade book, etc. as needed 

                vi. Communicate with course graders as needed 

III.    OTHER DUTIES & REPONSIBILITIES

• Assist the Associate Deans of the College with tasks specific to their ADOC roles  

• Manage subscriptions and memberships for the Dean of the College as needed 

• Provide additional office support as needed/requested by the Dean of the College 

IV.    SUPERVISORY RESPONSIBILITIES 

• N/A 

V.    KNOWLEDGE AND SKILLS  

• Strong organizational and time management skills with a keen eye for detail and the ability to prioritize tasks effectively

• Excellent interpersonal skills, and ability to respond helpfully to a wide diversity of needs as presented by students, faculty, administration, and the general public

• Ability to learn, understand, and carry out institutional policy and practice, particularly academic policies and practices

• Ability to define processes by which to complete essential functions and responsibilities

• Ability to follow directions, set priorities, organize tasks, manage time well, and relate to other Southeastern personnel in a spirit of cooperation and with a servant attitude

• At least 2-3 years of experience working in an administrative role in an academic or educational environment preferred

• A college degree is highly desirable

• Ability to maintain confidentiality and handle sensitive information with discretion

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, etc.); the ability to learn other computer programs as needed

• Excellent verbal and written communication skills with the ability to communicate effectively with all levels of staff and external contacts

• Proactively identify and solve problems in a dynamic and fast-paced work environment

VI.    FISCAL RESPONSIBILITY 

• Monitor budget expenditures for the College Budget 

• Manage office supplies for the College Office, and purchase supplies with the Business Purchasing Card as needed 

• Assist the Dean of the College in planning the annual Budget 

• Process requests for invoices, honorariums, and faculty reimbursement requests for the College Office 

• Assist in processing reimbursement for Dean of the College’s business expenses providing documentation and information required for the report 

• Reconcile the Business Purchasing Card daily/weekly 

VII.    EXTENT OF PUBLIC CONTACT 

• Communication with denominational representatives 

• Communication with professional societies 

• Communication with accrediting agencies 

• Communication with prospective faculty 

• Contact with all students, faculty, and most institutional staff 

VIII.    PHYSICAL DEMANDS 

• Normal fitness as required for office duties 

IX.    WORKING CONDITIONS AND ENVIRONMENT 

• Unscheduled work hours may be required during periods of greater workflow