Administrative Assistant to the Dean

Ferris State University•Big Rapids, MI

19h•$54,000 - $59,000•Onsite

About The Position

The Administrative Assistant to the Dean provides responsible, independent, and complex administrative support to the Dean and the College. The individual in this role coordinates and assists with managing office operations, financial and personnel processes, communication flow, and event planning. In addition, they serve as a liaison for the dean’s office across university departments, ensure the timely completion of administrative tasks, and support college priorities and initiatives. At all times, they maintain a high level of confidentiality and professionalism in all aspects of the role. This position reports to the dean of the college. The anticipated start date for this position is August 2026; however, this is an estimate and may be revised if needed. The selected candidate for this position must be authorized to work in the United States at the time of hire without employer assistance or sponsorship now or in the future. The university will not assist with any F-1 EADs, OPT, H-1 B, etc.

Requirements

Bachelor’s Degree.
Full-time work experience in an administrative setting.
Proficiency with Microsoft Office Suite.
Demonstrated ability to communicate effectively.
Ability to work independently with minimal supervision.
Skilled in conflict resolution, time management, and multitasking.
Strong interpersonal, professional communication, and problem-solving skills.
Ability to maintain confidentiality and discretion in handling sensitive information.
Experience using standard office equipment and software for document creation, communication, scheduling, and data tracking.
Demonstrated successful experience working directly with people from diverse backgrounds, including cultural, educational, socioeconomic, and life experiences.
Ability to understand Collective Bargaining Agreements and university policy requirements to help ensure compliance.

Nice To Haves

Experience working in higher education.
Experience with financial analysis and budget monitoring.
Experience working with sensitive or confidential matters.
Proficiency with enterprise resource planning (ERP) or customer relationship management (CRM) software systems (e.g., Banner, PageUp, Concur)
Prior supervisory experience
Previous work experience in a health care or business environment.
Intermittent travel to the Grand Rapids, MI, location as needed.

Responsibilities

Manage the day-to-day operations of the Dean’s Office.
Actively monitor and assist in meeting Academic Affairs requirements and deadlines.
Schedule meetings, maintain calendars, and coordinate travel arrangements.
Prepare and proofread reports, correspondence, agendas, minutes, and other documents.
Actively engage in the development or maintenance of both digital and hardcopy filing systems.
Maintain organized records and ensure accuracy and attention to detail in all administrative processes.
Assist with policy development and compliance, and related college procedures.
Respond to inquiries from varied stakeholders (e.g., faculty, staff, students, external entities) related to college information such as established policies and procedures.
Support the college’s staffing and personnel functions to include posting submissions and assisting search committees; Work with the Provost’s Office, HR, Position Control, and Payroll to coordinate hiring process requirements.
Assist in preparations for accreditation reporting
Assist and coordinate college budgeting processes.
Carry out responsibilities in accordance with university policies.
Participate in continuous process improvement efforts including utilizing new technology and documenting best practices.
Support college and university initiatives.
Perform additional duties for the college consistent with all responsibilities within the dean’s office.
Support the College’s staffing and personnel functions, including position control, recruitment, onboarding, PAF processing, and personnel record maintenance.
Offer professional support, coaching, and provide training, guidance, and direct supervision to CT employees and academic unit leadership.
Collaborate with assistant/associate dean(s), department chairs, directors, or heads to understand and support employee assignments and work expectations.
Coordinate sensitive administrative tasks such as human resource or legal matters.
Maintain open lines of communication and resolve challenges in accordance with university policies and collective bargaining agreements.
Work closely with academic unit leadership to align day-to-day CT employee assignments with operational needs.
Facilitate regular performance reviews in collaboration with academic unit leadership.
Foster a collaborative working environment by maintaining consistent and transparent communication across units.
Assist with addressing conflicts and performance concerns using an objective and inclusive approach, guided by HR policy and procedures.
In cooperation with Human Resources, assist with screening, interviewing, and selecting for hire applications for vacant positions within the area(s) of supervision, pursuant to university policies and procedures and state and federal laws and guidelines.
Organize and coordinate college-level and student events, such as commencements, orientations, receptions, and public-facing programs.
Assist with college recognition efforts, scholarship coordination, and ceremonial preparations.
Support the college scholarship and awards committee, interface with the Financial Aid and Scholarships Offices, and directly access Scholarship Universe software.
Act as a direct contact for college alumni.
Assist with records and meeting deadlines for faculty evaluation, Tenure, Promotion and Merit, and college committees as appropriate.
Ensure timely notifications of deadlines are sent to faculty.
Serve on position-related College and University committees.
Engage in professional development and university-led trainings.
Contribute to institutional priorities and planning processes.
Serve as a liaison with internal and external stakeholders as assigned.
Carries out responsibilities in accordance with university policies and applicable laws.
Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically.
Support, promote, and develop university student enrollment and retention initiatives.
Any other duties assigned within the position classification area.