Administrative Assistant and Specialist to the Dean
About The Position
Florida Atlantic University is seeking an Administrative Assistant and Specialist to the Dean of the College of Nursing - Boca Raton, FL. This role provides comprehensive administrative support to faculty and academic leadership within the College of Nursing. Assisting the Dean's Office with cross-college coordination, including committee scheduling, document routing and meeting preparation. As well as coordinating faculty onboarding activities, including documentation collection, access requests, and orientation materials. This position also oversees student appeal and dismissal processes in accordance with College of Nursing and university policies. Ensuring confidentiality and compliance with university policies, procedures, FERPA, HIPAA (as applicable), and accreditation standards.
Requirements
- A high school diploma and five years of appropriate experience required.
- Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.
Nice To Haves
- Experience working as an academic advisor in a College of Nursing.
- Proficiency with Microsoft Office, Workday, Banner, and other enterprise/academic systems (e.g., scheduling, records).
- Strong written and verbal communication; ability to manage multiple priorities and deadlines.
Responsibilities
- Executive Support to the Dean & Dean’s Office Coordination: Coordinate special projects, orientations, workshops, or events at the direction of the Dean or designee. Liaise with internal units (Registrar, Finance, HR, IT, Student Affairs) and external partners to support college operations.
- Administrative Operations & Office Management: Draft, format, proofread, and distribute correspondence, reports, academic documents, and official communications. Maintain organized electronic and physical filing systems in compliance with university, accreditation, and regulatory requirements. Distribute mail within the College. Handle sensitive information with discretion and professionalism. Facilitates and assists the Dean with requests for building maintenance, repairs, etc.
- Faculty & Academic Support: Ensure all course syllabi are entered into Simple Syllabus at least 45 days prior to course start. Create, coordinate, and distribute monthly faculty development newsletter. Assist with student documentation compliance. Order textbook desk copies, name badges, business cards, and office supplies. Support faculty with proctoring examinations. Assist with the preparation of materials for accreditation reviews and program evaluations.
- Student Appeal & Dismissal Processes: Organize student/faculty meetings related to dismissals and appeals, including scheduling, notices, and preparation of official documentation. Serve as the administrative point of contact regarding procedures, timelines, and required documentation. Prepare, track, and maintain records and correspondence for appeal and dismissal cases.
- Perform other job-related duties as assigned.
Benefits
- Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.
- State retirement options including tax-deferred annuities and Roth 403(b) plans.
- State employees Public Service Loan Forgiveness (PSLF) program.
- Sick Leave Pool Program.
- Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
- Paid Community Engagement Volunteer Service Day
- Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment.
- For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
