Executive Administrative Assistant to the Dean

Bethune-Cookman University

Job Title: Executive Administrative Assistant to the Dean

Reporting Structure: Dean of the College of Science, Engineering and Mathematics

Division: College of Nursing & Health Sciences

Job Summary:

Effectively and efficiently, manage the Office of the Dean and ensure data management, data/information analysis, and an improved record-keeping process for the College of Science, Engineering, & Mathematics. Successfully multi-task across multiple programs within the college and university community; assist with the operations of the Office of the Dean; and coordinate the internal operations of the college. Possess adaptability, the ability to make effective independent judgments, and the ability to handle sensitive employee and student information. Establish and maintain positive, constructive working relationships with faculty, staff and students, particularly under challenging circumstances. This position reports to the Dean of the College of Science, Engineering & Mathematics.

Duties/Responsibilities:

• Efficiently manage daily office operations of the Dean, College of Nursing and Health Sciences, which includes assisting the Psychology, Counseling, Aging Studies, Athletic Training, Public Health, Nursing, Health Careers programs, and Student Health Services.
• Efficiently manage daily office operations of the Director, Student Health Services, which includes assisting the departments of Student Mental Health and Accessibility Services and the Student Health Clinic.
• Make appointments and maintain appointment calendar for the Dean and Director as well as make all travel arrangements prepare trip itineraries and purchase requisitions; prepare after-trip reports and request travel reimbursements, etc.
• Coordinate, maintain, and manage the flow of the College of Nursing and Health Science and Student Health Services’ budgets, purchase card(s) (if applicable), and requisitions, through the proper approval chains; ensuring the correct budget numbers, required attachments, and other necessary documentation is included.
• Collect, proofread, and substantiate reports, detailed budgets, and expenditure plans from funded offices and programs; assist in requesting, compiling, and typing other necessary information.
• Request accountability reports from each program according to due dates posted on the Master Calendar.
• Demonstrate leadership and initiative, not only responding to assignments and requests, but also managing his/her own body of work.
• Answer telephone, receive visitors, and provide information and or direct inquiries to the proper person, office or location.
• Assist with other special projects as needed.
• All other duties as assigned.
  
  
  

Required Skills/Abilities:

• Must have knowledge of health career and health sciences program requirements.
• Must have excellent written and verbal communication skills, strong organizational ability, and the ability to meet deadlines.
• Must have the ability to respond effectively to the needs of a diverse and demanding student and parent population.
• Must be a self-starter who works well in a fast-paced, dynamic, team-oriented, and culturally diverse environment.
• Must be perceptive and patient, with strong people skills and a willingness to assist others.
• Ability to demonstrate ownership, accountability, and teamwork.
• Ability to focus on results and achieve excellence.
• Ability to maintain confidentiality.
  
  
  

Education and Experience:

• Bachelor degree or 5 years of equivalent experience.
• Hi-level proficiency in MS Office Suite (Word, Excel, PowerPoint and Outlook Express), Adobe Acrobat, along with a clear understanding of other analytical tools.
• Strong writing skills and effective organizational and planning capabilities are necessary.
• Empathetic in interactions with students, while still able to uphold University policies and procedures.
• Ability to execute tactically while understanding strategic impacts.
• Ability to utilize leadership, advocacy and collaboration.
• Solid understanding of database architecture.
  
  
  

Environmental/Physical Conditions:

• Working environment is a normal business office setting.
• Demands normal manual dexterity and visual and auditory acuity.
• Must be mobile throughout the campus.
• Typically, the incumbent may sit comfortably to do the work. However, there may be some walking, standing, bending, or carrying of light items.
• Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
  
  
  

The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-481-2049.

The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university.