Administrative Assistant to the Dean

Palm Beach Atlantic University • FL

114d

About The Position

In support of the university’s mission and objectives, the Administrative Assistant for the School of Education and Behavioral Studies provides administrative support to the Dean. This role assists with day-to-day School operations; manages administrative tasks such as records management, calendar scheduling, data collection, budget tracking; and provides support for special projects.

Requirements

• Post high school training, required; Bachelor's degree or equivalent experience preferred.
• Professional certification in Excel, Microsoft Office Suite, Google Workspace, preferred.
• 3+ years of office support experience, required.
• Experience in education, business management, hospitality, or communications, preferred.

Nice To Haves

• Customer Service Orientation – Keeps internal and/or external key stakeholder(s), students, parents, faculty, staff and community partners in mind at all times.
• Professionalism – Displays a high level of professionalism, e.g. timeliness, reliability, communication, and work ethic.
• Christ-first Faith – Provides spiritual support to community members, including students, on their Christian faith journey.
• Adaptable/Flexibility – Ability to change or adjust to change.
• Attention to Detail – Ability to efficiently and accurately focus on a specific task or number of tasks. Reviews details with a critical eye.
• Confidentiality – Maintains the necessary confidentiality and discretion required for the position.
• Effective Communication – Expresses ideas and information in a clear and concise manner both verbally and in writing to convey clear, well-articulated messaging across a wide variety of audiences.
• Project and Time Management – Effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Self-development – Grow one’s self-awareness, abilities, skills, and/or talent.
• Teamwork & Collaboration – Creates a climate that fosters commitment to a common vision and shared values that promote cooperation and working together through trust and support of others both departmentally and cross-functionally.
• Technology – Strong aptitude to learn new technologies as department processes evolve.

Responsibilities

• Supports the Dean by producing financial and personnel reports, assisting with yearly budget creation, providing ongoing budget analysis, balancing credit card statements, and processing payments.
• Collects receipts and produces reports for the Provost’s Office.
• Communicates with faculty regarding purchasing inquiries to ensure the needs of the Dean, support staff, and students are met.
• Coordinates projects, events, and meetings for the Dean and departments within the School of Education and Behavioral Studies.
• Assists with travel arrangements for the Dean and departmental faculty attending university-approved conferences and professional developmental activities.
• Prepares and updates course schedules, including processing changes as needed.
• Maintains digital and physical storage of graduate student information, records, and databases, keeping the information accurate and up to date.
• Submits maintenance and supply requests to support office operations.
• Records and distributes minutes for School meetings.
• Maintains accurate and complete records of students’ progress and concerns.
• Reviews and processes student forms, referring students to advisors or other university departments as needed for completion.
• Partners with faculty in the coordination of the Counseling Education Hooding Ceremony events, two per year.
• In collaboration with university stakeholders, coordinates the planning and execution of graduation events for the School of Education and Behavioral Studies.

What This Job Offers

• Job Type: Full-time
• Education Level: Bachelor's degree