Administrative assistant to the dean job description
Updated March 14, 2024
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Example administrative assistant to the dean requirements on a job description
Administrative assistant to the dean requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in administrative assistant to the dean job postings.
Sample administrative assistant to the dean requirements
- Bachelor's degree in business administration, finance, or related field.
- At least 5 years of relevant experience.
- Proficiency in Microsoft Office Suite.
- Experience in preparing budgets and reports.
- Ability to communicate effectively with a variety of stakeholders.
Sample required administrative assistant to the dean soft skills
- Excellent organizational and time management skills.
- Strong problem-solving skills.
- Ability to work both independently and collaboratively.
- Excellent written and verbal communication skills.
- Ability to remain calm under pressure.
Administrative assistant to the dean job description example 1
UCLA administrative assistant to the dean job description
Responsibilities
In this role, you will serve as a
receptionist and provide administrative and clerical support for the UCLA
Simulation Center and the leadership team. You will be responsible for
coordinating and scheduling all aspects of meetings, supporting onsite and
remote events and courses, corresponding with visitors and vendors, setting up
meeting rooms, tracking attendance and activities, maintaining and ordering materials
and supplies, preparing and managing
files and documents, assisting with program activities and other duties to
facilitate training and research at the Simulation Center. In addition, you will provide administrative support for new projects and programs
that involve the Sim Center Directors.
Qualifications
+ Demonstrated skill in operating PC and Mac computers with high proficiency in Microsoft Office Suite applications (Outlook, PowerPoint, Word, Excel) to prepare documents and correspondence with speed and accuracy.
+ Demonstrated knowledge of ability to use a variety of office equipment including photocopiers, fax machines, printers, and AV equipment for presentations, etc.
+ Ability to learn and master new applications including learning management systems and procurement portals.
+ Meticulous organizational skills to keep materials in order, track various projects, maintain files, etc.
+ Agility to move from one task to another based on changing priorities and frequent interruptions, anticipating possible problems and solutions and following through on assignments to ensure timely completion.
+ Strong written and oral communication skills, using appropriate vocabulary and grammar to exchange information accurately with faculty, staff, students and the general public.
+ Ability to interpret established policies, regulations, and procedures and make decisions based on the information.
+ Ability to stand, climb, stoop, push, crouch, and carry up to 30 lbs and transport packages and other materials to/from on- and off-campus sites.
+ Willingness to work occasional evenings and weekends.
UCLA is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.
UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person's unique achievements and experiences to further set us apart.
In this role, you will serve as a
receptionist and provide administrative and clerical support for the UCLA
Simulation Center and the leadership team. You will be responsible for
coordinating and scheduling all aspects of meetings, supporting onsite and
remote events and courses, corresponding with visitors and vendors, setting up
meeting rooms, tracking attendance and activities, maintaining and ordering materials
and supplies, preparing and managing
files and documents, assisting with program activities and other duties to
facilitate training and research at the Simulation Center. In addition, you will provide administrative support for new projects and programs
that involve the Sim Center Directors.
Qualifications
+ Demonstrated skill in operating PC and Mac computers with high proficiency in Microsoft Office Suite applications (Outlook, PowerPoint, Word, Excel) to prepare documents and correspondence with speed and accuracy.
+ Demonstrated knowledge of ability to use a variety of office equipment including photocopiers, fax machines, printers, and AV equipment for presentations, etc.
+ Ability to learn and master new applications including learning management systems and procurement portals.
+ Meticulous organizational skills to keep materials in order, track various projects, maintain files, etc.
+ Agility to move from one task to another based on changing priorities and frequent interruptions, anticipating possible problems and solutions and following through on assignments to ensure timely completion.
+ Strong written and oral communication skills, using appropriate vocabulary and grammar to exchange information accurately with faculty, staff, students and the general public.
+ Ability to interpret established policies, regulations, and procedures and make decisions based on the information.
+ Ability to stand, climb, stoop, push, crouch, and carry up to 30 lbs and transport packages and other materials to/from on- and off-campus sites.
+ Willingness to work occasional evenings and weekends.
UCLA is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.
UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person's unique achievements and experiences to further set us apart.
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Administrative assistant to the dean job description example 2
Joliet Junior College administrative assistant to the dean job description
Administrative Assistant to the Dean and Associate Dean of Arts and Sciences
STATUS:Full time
DEPARTMENT: Arts and Sciences
DIVISION: Academic Affairs
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Under the general supervision of the Dean of Arts and Sciences
PLACEMENT: Support Staff Grade 8
MINIMUM PAY RATE:$49,497.49
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The student population at the college is diverse in ethnicity, gender, language, age, and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
POSITION SUMMARY
Provides overall administrative support to the Dean of Arts and Sciences and Associate Dean. Works closely with the office of the Vice President of Academic Affairs, the offices of the other college deans, and the various faculty departments and academic divisions. This individual will be a primary contact for students, faculty, and staff who have questions and problems. Communicates information, explains policies and procedures, and organizes meetings and workflow so that the office operates efficiently.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide administrative support to the Dean and Associate Dean of Arts and Sciences.
2. Maintain the deans' calendars, plan, coordinate and schedule appointments and meetings, disseminate information and maintain files for the office of Dean of Arts and Sciences.
3. Prepare and type correspondence, memos, documents, internal and external reports and handle confidential materials. Maintain a high level of confidentiality.
4. Answer telephones and assist with visitors, student, faculty, and staff requests; desk coverage, and online reception. Respond to departmental emails.
5. Process work orders for facility services, food service and IT help desk.
6. Work with tenure faculty by scheduling goal meetings, end-of-year evaluations, dean classroom observations, process student evaluations and maintain their electronic tenure binder.
7. Process independent study requests in Curriculog; and input semester course information.
8. Maintain webpage/ portal pages as needed for the Dean of Arts and Sciences.
9. Assist deans in maintaining and monitoring departmental budgets.
10. Serve as administrative support back-up for Arts and Sciences departments.
11. Prepare agenda and act as recording secretary for monthly Arts and Sciences Department Chairs and schedule meetings with department secretaries.
12. Coordinate and schedule travel for the deans.
13. Open, record and file electronically internal mail received for the deans' signature.
14. Input semester course information; run enrollment reports and student information; reopen grading component for faculty and adjuncts as needed.
15. Perform related duties as assigned.
MINIMUM QUALIFICATIONS
1. Associates degree.
2. Two years of related experience with knowledge of modern office practices and procedures.
3. Proficient with MS Word, Excel, PowerPoint, and Outlook.
4. Ability to work with minimal supervision and handle multiple tasks and responsibilities simultaneously to meet deadlines.
5. Ability to work in a team environment with a diverse group of people
6. Excellent communication skills, detail-oriented, and accurate.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.
PREFERRED QUALIFICATIONS
1. Experience with Datatel/Colleague and Workday.
2. Experience working within a community college or educational structure.
3. Exhibits the JJC Core Values: respect, integrity, collaboration, humor and well-being, innovation, and quality.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.
PHYSICAL DEMANDS
1. Normal office physical demands.
WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.
PLEASE INCLUDE THE FOLLOWING ITEMS WITH YOUR APPLICATION:
•Resume
•A cover letter with your interest in being considered for the position.
•Unofficial Transcripts (must be included)
Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.
Full Time/Part Time:
Full time
Union (If Applicable):
TOSSC
Scheduled Hours:
40
STATUS:Full time
DEPARTMENT: Arts and Sciences
DIVISION: Academic Affairs
CLASSIFICATION: Non-exempt
UNION: TOSSC
REPORTS TO: Under the general supervision of the Dean of Arts and Sciences
PLACEMENT: Support Staff Grade 8
MINIMUM PAY RATE:$49,497.49
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The student population at the college is diverse in ethnicity, gender, language, age, and background. Joliet Junior College is an AA/EO employer and strongly encourages applications from candidates who would enhance the diversity of its staff.
POSITION SUMMARY
Provides overall administrative support to the Dean of Arts and Sciences and Associate Dean. Works closely with the office of the Vice President of Academic Affairs, the offices of the other college deans, and the various faculty departments and academic divisions. This individual will be a primary contact for students, faculty, and staff who have questions and problems. Communicates information, explains policies and procedures, and organizes meetings and workflow so that the office operates efficiently.
ESSENTIAL JOB DUTIES AND KEY RESPONSIBILITIES
1. Provide administrative support to the Dean and Associate Dean of Arts and Sciences.
2. Maintain the deans' calendars, plan, coordinate and schedule appointments and meetings, disseminate information and maintain files for the office of Dean of Arts and Sciences.
3. Prepare and type correspondence, memos, documents, internal and external reports and handle confidential materials. Maintain a high level of confidentiality.
4. Answer telephones and assist with visitors, student, faculty, and staff requests; desk coverage, and online reception. Respond to departmental emails.
5. Process work orders for facility services, food service and IT help desk.
6. Work with tenure faculty by scheduling goal meetings, end-of-year evaluations, dean classroom observations, process student evaluations and maintain their electronic tenure binder.
7. Process independent study requests in Curriculog; and input semester course information.
8. Maintain webpage/ portal pages as needed for the Dean of Arts and Sciences.
9. Assist deans in maintaining and monitoring departmental budgets.
10. Serve as administrative support back-up for Arts and Sciences departments.
11. Prepare agenda and act as recording secretary for monthly Arts and Sciences Department Chairs and schedule meetings with department secretaries.
12. Coordinate and schedule travel for the deans.
13. Open, record and file electronically internal mail received for the deans' signature.
14. Input semester course information; run enrollment reports and student information; reopen grading component for faculty and adjuncts as needed.
15. Perform related duties as assigned.
MINIMUM QUALIFICATIONS
1. Associates degree.
2. Two years of related experience with knowledge of modern office practices and procedures.
3. Proficient with MS Word, Excel, PowerPoint, and Outlook.
4. Ability to work with minimal supervision and handle multiple tasks and responsibilities simultaneously to meet deadlines.
5. Ability to work in a team environment with a diverse group of people
6. Excellent communication skills, detail-oriented, and accurate.
7. Ability to establish and maintain cooperative and effective working relationships with other members of the college and community, displaying cultural competence as well as emotional intelligence.
8. Demonstrated commitment to the college's core values of respect and inclusion, sustainability, integrity, collaboration, humor and well-being, innovation and quality.
PREFERRED QUALIFICATIONS
1. Experience with Datatel/Colleague and Workday.
2. Experience working within a community college or educational structure.
3. Exhibits the JJC Core Values: respect, integrity, collaboration, humor and well-being, innovation, and quality.
4. English and Spanish verbal and written communication proficiency.
5. Demonstrated multicultural competence.
PHYSICAL DEMANDS
1. Normal office physical demands.
WORKING CONDITIONS
1. Duties are performed indoors in the usual office environment.
PLEASE INCLUDE THE FOLLOWING ITEMS WITH YOUR APPLICATION:
•Resume
•A cover letter with your interest in being considered for the position.
•Unofficial Transcripts (must be included)
Internal candidates must adhere to the terms of employment regarding length of time in current position as outlined in their union contract.
Full Time/Part Time:
Full time
Union (If Applicable):
TOSSC
Scheduled Hours:
40
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Administrative assistant to the dean job description example 3
Quinnipiac University administrative assistant to the dean job description
Quinnipiac University invites applications for the position of Administrative Assistant to the Dean for the School of Business. This position will provide administrative support to Dean's Office in the School of Business, including clerical duties, communication and planning, and staff and student assistance.
About Quinnipiac: Quinnipiac is a private, coeducational, nonsectarian institution located 90 minutes north of New York City and two hours from Boston. The university enrolls more than 9,500 students in 110 degree programs through its Schools of Business, Communications, Education, Computing and Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts and Sciences. Quinnipiac is recognized by U.S. News & World Report as both a best-value school and a top national university, and has also earned recognition in Princeton Review's "The Best 387 Colleges". Quinnipiac has been named a "Great College to Work For" as determined by a comprehensive industry survey. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook and follow Quinnipiac on Twitter and Instagram @QuinnipiacU.
About the School of Business:
The mission of the Quinnipiac University School of Business is to help students develop into enlightened global citizens and thriving professionals and leaders in careers of the 21st century. To fulfill this mission, the school fosters a vibrant learning environment by developing innovative pedagogies, advances an inclusive learning community, supports faculty efforts to advance knowledge and inquiry through research and scholarship, offers stimulating, real-world applied and immersive learning, and engages with the business community. Our 99.7% placement rate among undergraduates and graduates within 6 months of graduation is a strong index of our success. We are an AACSB accredited school in business and have earned the distinctive AACSB accreditation in accounting. Our 60 full-time faculty, administrators, and administrative support staff are committed to excellence in teaching, research, and service.
Responsibilities:
+ Maintain professional, welcoming, and efficient operations of the Dean's Office with high standards of excellence.
+ Manage professional communications including phone calls, incoming mail/email, correspondence, memos, minutes, newsletters, reports, grants, forms, etc. Manage correspondence for the dean's external relations email account and maintain correspondence records and contact database. Proofread and edit work for accuracy, format, punctuation, and construction. Assure timely completion of all material.
+ Review incoming mail for appropriate distribution and action.
+ Maintain the confidentiality of issues that are presented to the Dean's office.
+ Manage the dean's schedule, including scheduling meetings and appointments and review incoming mail for appropriate distribution and action. Maintain the School of Business Academic calendar using University software. Maintain electronic school-wide calendars for faculty, staff, and students.
+ Use the University's cloud computing storage system, organize and maintain data and documents so they are readily accessible; ensure protocols for document retention are implemented, including all materials and records required for School of Business accreditation. Utilize Microsoft Excel to summarize and graphically report data. Maintains hard copy files of same.
+ Register students, update advisors, and record office hours in university software.
+ Assist in the development of presentation and promotional material to support the School of Business programs, including background research, and utilize PowerPoint to create and update presentation material.
+ Proctor exams when necessary.
+ Supervise and coordinate schedules for student workers.
+ Arrange conferences, receptions, meetings, and other events. Duties include planning and managing invitations, catering, facilities, and event set up, AV equipment, budgets, travel, and other support functions. on-site oversight of conference arrangement, coordinating with participants and arranging for necessary materials and facilities. Occasional weekend and evening coverage may be required for special events.
+ Maintain records on expenditures and budgets for the School of Business. Implement and expedite requisitions and payments. Utilize Microsoft Excel to summarize and graphically report data.
+ Other clerical duties as assigned.
Education Requirements:
+ High School Diploma or GED required
Qualifications:
+ High-level administrative experience including advanced computer skills.
+ Excellent verbal and written communication skills.
+ Excellent planning and organizational skills.
+ Demonstrated ability to handle sensitive issues and maintain confidentiality.
+ Ability to multi-task and adapt to changing priorities and deadlines.
+ Demonstrated ability to work with diverse populations and a commitment to diversity and inclusion
Special Instructions to Applicants:
TO APPLY:
Applications must be submitted electronically and include a resume, cover letter addressing how your experience supports the requirements of this position and Quinnipiac's commitment to diversity and inclusion, and contact information for three references on the application form.
+ Please note this is a Grade 6 position in the Clerical & Technical Union
+ The hourly rate is $25.46
+ Work week is 35 hours per week
+ This position requires the successful completion of a Microsoft Office skills test and background check
Quinnipiac University has a strong commitment to the principles and practices of diversity and inclusion throughout the University community and welcomes candidates who enhance that diversity.
We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.
COVID-19 Vaccination Requirement: Please note that the university has a COVID-19 vaccination requirement. For more information, please visit www.qu.edu/health-wellness-and-safety/covid-19-resources/
Quinnipiac University is an Equal Opportunity Employer.
About Quinnipiac: Quinnipiac is a private, coeducational, nonsectarian institution located 90 minutes north of New York City and two hours from Boston. The university enrolls more than 9,500 students in 110 degree programs through its Schools of Business, Communications, Education, Computing and Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts and Sciences. Quinnipiac is recognized by U.S. News & World Report as both a best-value school and a top national university, and has also earned recognition in Princeton Review's "The Best 387 Colleges". Quinnipiac has been named a "Great College to Work For" as determined by a comprehensive industry survey. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook and follow Quinnipiac on Twitter and Instagram @QuinnipiacU.
About the School of Business:
The mission of the Quinnipiac University School of Business is to help students develop into enlightened global citizens and thriving professionals and leaders in careers of the 21st century. To fulfill this mission, the school fosters a vibrant learning environment by developing innovative pedagogies, advances an inclusive learning community, supports faculty efforts to advance knowledge and inquiry through research and scholarship, offers stimulating, real-world applied and immersive learning, and engages with the business community. Our 99.7% placement rate among undergraduates and graduates within 6 months of graduation is a strong index of our success. We are an AACSB accredited school in business and have earned the distinctive AACSB accreditation in accounting. Our 60 full-time faculty, administrators, and administrative support staff are committed to excellence in teaching, research, and service.
Responsibilities:
+ Maintain professional, welcoming, and efficient operations of the Dean's Office with high standards of excellence.
+ Manage professional communications including phone calls, incoming mail/email, correspondence, memos, minutes, newsletters, reports, grants, forms, etc. Manage correspondence for the dean's external relations email account and maintain correspondence records and contact database. Proofread and edit work for accuracy, format, punctuation, and construction. Assure timely completion of all material.
+ Review incoming mail for appropriate distribution and action.
+ Maintain the confidentiality of issues that are presented to the Dean's office.
+ Manage the dean's schedule, including scheduling meetings and appointments and review incoming mail for appropriate distribution and action. Maintain the School of Business Academic calendar using University software. Maintain electronic school-wide calendars for faculty, staff, and students.
+ Use the University's cloud computing storage system, organize and maintain data and documents so they are readily accessible; ensure protocols for document retention are implemented, including all materials and records required for School of Business accreditation. Utilize Microsoft Excel to summarize and graphically report data. Maintains hard copy files of same.
+ Register students, update advisors, and record office hours in university software.
+ Assist in the development of presentation and promotional material to support the School of Business programs, including background research, and utilize PowerPoint to create and update presentation material.
+ Proctor exams when necessary.
+ Supervise and coordinate schedules for student workers.
+ Arrange conferences, receptions, meetings, and other events. Duties include planning and managing invitations, catering, facilities, and event set up, AV equipment, budgets, travel, and other support functions. on-site oversight of conference arrangement, coordinating with participants and arranging for necessary materials and facilities. Occasional weekend and evening coverage may be required for special events.
+ Maintain records on expenditures and budgets for the School of Business. Implement and expedite requisitions and payments. Utilize Microsoft Excel to summarize and graphically report data.
+ Other clerical duties as assigned.
Education Requirements:
+ High School Diploma or GED required
Qualifications:
+ High-level administrative experience including advanced computer skills.
+ Excellent verbal and written communication skills.
+ Excellent planning and organizational skills.
+ Demonstrated ability to handle sensitive issues and maintain confidentiality.
+ Ability to multi-task and adapt to changing priorities and deadlines.
+ Demonstrated ability to work with diverse populations and a commitment to diversity and inclusion
Special Instructions to Applicants:
TO APPLY:
Applications must be submitted electronically and include a resume, cover letter addressing how your experience supports the requirements of this position and Quinnipiac's commitment to diversity and inclusion, and contact information for three references on the application form.
+ Please note this is a Grade 6 position in the Clerical & Technical Union
+ The hourly rate is $25.46
+ Work week is 35 hours per week
+ This position requires the successful completion of a Microsoft Office skills test and background check
Quinnipiac University has a strong commitment to the principles and practices of diversity and inclusion throughout the University community and welcomes candidates who enhance that diversity.
We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.
COVID-19 Vaccination Requirement: Please note that the university has a COVID-19 vaccination requirement. For more information, please visit www.qu.edu/health-wellness-and-safety/covid-19-resources/
Quinnipiac University is an Equal Opportunity Employer.
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Updated March 14, 2024
Updated March 14, 2024