Administrative Assistant

Bethune-Cookman University

Job Title: Administrative Assistant

Reporting Structure: The Dean of Students and Associate Dean of Students

Division: Student Affairs

Job Summary: This position provides executive-level support for the organization and execution of the Dean of Students' administrative duties. This position effectively and efficiently manages the Dean of Students office; develops, coordinates, and facilitates the execution of specified projects and initiatives for the Dean of Students office; establishes project priorities and schedules to meet strategic plans and operating objectives; manages special projects, budget, and executive level minutes; collaborates with deans, department chairs, faculty, staff, and students, as well as external constituencies. This position reports directly to the Dean and Associate Dean of Students and requires strict discretion.

Duties/Responsibilities:

• Oversee the day-to-day operations of the Office of the Dean/Associate, including supervising all administrative staff.
• Serve as liaison between the Dean, Associate Dean and campus constituents.
• Research and analyze best methods and practices relative to the achievement of specified goals and operating objectives; design and develop alternative systems and procedures as appropriate to the purposes of the unit.
• Assists the Dean and Associate Dean with communication and implementation of the university policies and decisions made by the Dean/Associate.
• Responsible for heavy calendar management, requiring interaction with both internal and external senior administrators, assistants, faculty, staff, and students, as well as consultant to coordinate a variety of meetings.
• Make all travel arrangements for the Dean/Associate and the Division of Student Affairs, prepare trip itineraries, purchase requisitions and requests for travel reimbursements, etc.
• Support the Dean/Associate in developing materials and agendas for the Division and the Board of Trustees and take minutes for Division policy meetings.
• Make preparations for monthly meetings: reserve appropriate space, prepare agenda and record minutes.
• Monitor all budgets for the Office of the Dean. Assist the Dean/Associate with the yearly budget process for departments reporting to the Dean/Associate.
• Secure appropriate records for division. Process all new hire paperwork for staff in the division.
• Manage & coordinate the flow of all purchase requisitions: check for the correct budget numbers, required attachments and other documentation, and appropriate signatures (including the Dean’s/Associate’s).
• Assist the Dean with other special projects as needed.
  
  
  

Required Skills/Abilities:

• Must be able to make independent judgments/decisions and recommendations in matters of significance in the absence of the Dean/Associate.
• Must have excellent written and verbal communication skills, strong organizational ability, attention to detail, and the ability to meet deadlines.
• 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 a commitment to excellence.
• Ability to maintain confidentiality
  
  
  

Education and Experience:

• Bachelor’s or Associate’s degree with five years of equivalent experience.
• Hi-level proficiency in MS Word, Excel, PowerPoint, and Outlook, along with a clear understanding of other analytical tools.
• Strong writing skills and effective organizational and planning capabilities are necessary.
• Good listener and counselor, empathetic yet strong enough to uphold policies and procedures.
• Ability to execute tactically while understanding strategic impacts.
• Ability to utilize leadership, advocacy, and collaboration
  
  
  

Preferred Skills, Experience, and Education:

• Experience working in a College/University environment and supporting a Dean or higher.
• Strong customer service focus, communication, and time management skills.
• Professional demeanor with the ability to interface with internal and external customers with diplomacy and tact.
• Independent judgment is necessary to plan, prioritize and organize a diversified workload.
• Proficient in Microsoft Office and other software systems.
• Attention to detail is essential.
  
  
  

Physical Requirements:

• Working environment is a standard business office setting.
• Demands average manual dexterity and visual and auditory acuity.
• Must be mobile throughout the campus.
• Typically, the incumbent may sit comfortably to do the work. However, some may be walking, standing, bending, or carrying 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 based on 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.