Assistant to the Dean

Barry University • Miami Shores, FL

23h

About The Position

The position provides administrative and operational support to the Dean in achieving objectives of the School of Mental Health and Social Work Dean’s office. Oversees and/or performs a range of diverse administrative activities for the Dean’s Office. Serves as a central point of liaison with the School’s programs, faculty, staff, students, various University departments, and external vendors and partners in the resolution of a variety of day-to-day activities. Coordinates and manages the daily office, conference room, and Dean’s office suites, assists with monitoring the use of resources and the implementation of strategic initiatives and projects as assigned by the Dean. Administrative Office Support for the Dean’s Office: Provide frontline support for the Dean’s office, including greeting and directing all Dean’s office guests, mainline phone calls, main Dean’s email, and the Dean’s phone. Organize meetings for the Dean, donors, alumni, and various internal and external affiliates. Manage the Dean’s calendar Organize, schedule, and manage monthly leadership, full faculty, and student meetings, including email/calendar reminders, minutes, agenda, CES and food orders, IT support during meetings. Managing depositories for the Dean’s office, on the Dean’s drive and SharePoint. Manage travel for the Dean. Organize School events or conferences for the Dean. Oversee inventory control for the Dean’s office, including the office suites, conference room, breakroom, and reception area. Prepare various letters, presentations, and reports. Liaising with staff, support service departments, suppliers, and students from time to time. Oversight of the physical plant to include any maintenance needs of the Dean’s office suites, conference room, breakroom, main Dean hallways, as well as reporting any needs of the first floor bathrooms or building exterior. Oversee IT support for the Dean’s office. Manage the conference room calendar. Ordering of office/breakroom supplies and oversee water and shredding services. Manage the Dean mailbox, this includes signatures for the Dean and any requests from faculty, students, and staff. Manage the School’s quick reference list. Manage donor holiday greeting cards and gifts. Manage all greeting cards for leadership team. Assist with errands for the Dean office including daily mail run, pick up of supplies for events on and off campus. Oversee and manage the school’s main SharePoint depository lists.

Requirements

• High School Diploma or equivalent required.
• 3-5 years of previous administrative support experience.
• Advanced analytical, process management, and Microsoft Office skills required.
• Must have strong attention to detail and the ability to manage high volume scheduling with competing priorites.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Provide frontline support for the Dean’s office, including greeting and directing all Dean’s office guests, mainline phone calls, main Dean’s email, and the Dean’s phone.
• Organize meetings for the Dean, donors, alumni, and various internal and external affiliates.
• Manage the Dean’s calendar
• Organize, schedule, and manage monthly leadership, full faculty, and student meetings, including email/calendar reminders, minutes, agenda, CES and food orders, IT support during meetings.
• Managing depositories for the Dean’s office, on the Dean’s drive and SharePoint.
• Manage travel for the Dean.
• Organize School events or conferences for the Dean.
• Oversee inventory control for the Dean’s office, including the office suites, conference room, breakroom, and reception area.
• Prepare various letters, presentations, and reports.
• Liaising with staff, support service departments, suppliers, and students from time to time.
• Oversight of the physical plant to include any maintenance needs of the Dean’s office suites, conference room, breakroom, main Dean hallways, as well as reporting any needs of the first floor bathrooms or building exterior.
• Oversee IT support for the Dean’s office.
• Manage the conference room calendar.
• Ordering of office/breakroom supplies and oversee water and shredding services.
• Manage the Dean mailbox, this includes signatures for the Dean and any requests from faculty, students, and staff.
• Manage the School’s quick reference list.
• Manage donor holiday greeting cards and gifts.
• Manage all greeting cards for leadership team.
• Assist with errands for the Dean office including daily mail run, pick up of supplies for events on and off campus.
• Oversee and manage the school’s main SharePoint depository lists.

Benefits

• Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED