Assistant to the Dean

College of Lake County•Southlake, TX

1d•Onsite

About The Position

The Assistant to the Dean provides advanced administrative and operational support to a division or department. The position partners with the Dean and leadership team to coordinate administrative functions, manage schedules and communications, support budget and purchasing activities, and prepare reports and documentation. It serves as a key point of contact for internal and external stakeholders and helps ensure efficient daily operations. The role requires professionalism, independent work, sound judgment, and discretion when handling confidential or sensitive information. The position provides comprehensive administrative support, including calendar and meeting coordination, communications management, file and database maintenance, event logistics, financial and purchasing processes, personnel support, reporting, and transaction processing. It also provides courteous assistance and information to students, employees, visitors, and external partners; protects confidential information; supports outreach and communication; participates in campus initiatives and events; and recommends process improvements. Department-specific duties include creating promotional materials and digital content for campus events, supporting the Southlake Student Activities social media accounts and growing their followers, and developing social media content such as graphics, photos, videos, and event highlights. The schedule is 8:00 a.m. to 4:30 p.m., Monday through Friday, with some flexibility to come in early or work late as needed. The position is full-time, 40 hours per week, at $20.52 per hour, and is located at the Southlake Campus.

Requirements

High school diploma or equivalent.
At least six years of progressively responsible experience in administrative support or related professional roles.
Senior-level proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, and general office equipment.
Ability to follow instructions, manage multiple tasks, meet deadlines with minimal supervision, prioritize work, and resolve most issues independently.
Ability to work effectively with individuals from diverse backgrounds and maintain a respectful, inclusive environment.

Nice To Haves

Bilingual English/Spanish proficiency.
Experience with computer information systems used for student and employee data and reporting, such as Workday.

Responsibilities

Provide comprehensive administrative support to the Dean and department leadership, including calendar management, meeting coordination, and preparation of meeting notes and documentation.
Manage shared email inboxes, phone lines, and collaboration platforms, providing timely and professional responses.
Maintain organized electronic and physical files, records, and databases in accordance with institutional policies and procedures.
Coordinate logistics for meetings, conferences, and events, including scheduling, room reservations, and preparation of materials.
Support financial and operational processes, including requisitions, reimbursements, travel requests, payroll coordination, purchasing, and budget tracking.
Provide operational support for department personnel by coordinating resources, processing requests, and assisting with administrative processes.
Maintain leadership calendars and provide backup support for other administrative staff as needed.
Prepare reports and track operational or personnel-related data as requested.
Process and monitor administrative transactions and documentation in accordance with institutional guidelines.
Assist students, employees, visitors, and external partners as a professional and courteous point of contact.
Maintain general knowledge of departmental functions, programs, and services to provide accurate information and appropriate referrals.
Protect confidential information and comply with applicable privacy regulations and institutional policies.
Support outreach and communication through phone, email, and institutional platforms.
Participate in cross-departmental initiatives and campus events.
Identify and recommend process enhancements to improve efficiency and service delivery.
Create promotional materials and digital content for campus events.
Assist with creating and supporting Southlake Student Activities social media accounts, including growing followers.
Develop social media content, including graphics, photos, videos, and event highlights.
Perform other duties as assigned in support of the College and the primary unit, division, and department.