Assistant to the Dean

College of Lake County•Southlake, TX

3d•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 contact for internal and external stakeholders and supports efficient daily operations. The role requires professionalism, independent work, sound judgment, and discretion with confidential or sensitive information. The position supports department operations, including calendar and meeting coordination, communications, records management, event logistics, financial and operational processes, personnel support, reporting, and administrative transactions. It also provides assistance and information to students, employees, visitors, and external partners, while maintaining confidentiality and complying with privacy requirements and institutional policies. Department-specific duties include creating promotional materials and digital content for campus events and assisting with Southlake Student Activities social media accounts, including developing engaging content and growing followers. The schedule is 8:00 a.m. to 4:30 p.m., Monday through Friday, with some flexibility to start early or work late as needed. This is a full-time, 40-hour-per-week staff position at the Southlake Campus. Pay is $20.52 per hour.

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

Experience with computer information systems used for student and employee data and reporting, such as Workday.
Bilingual English/Spanish proficiency is preferred but not required.

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, ensuring timely and professional responses.
Maintain electronic and physical files, records, and databases in accordance with institutional policies and procedures.
Coordinate meeting, conference, and event logistics, including scheduling, room reservations, and preparation of materials.
Support requisitions, reimbursements, travel requests, payroll coordination, purchasing, and budget tracking.
Provide operational support to department personnel, coordinate resources, process requests, and assist 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.
Serve as a point of contact for students, employees, visitors, and external partners, providing courteous assistance and accurate information or referrals.
Maintain confidentiality and comply with privacy regulations and institutional policies when handling sensitive information.
Support outreach and communications through phone, email, and institutional platforms.
Participate in cross-departmental initiatives and campus events.
Identify and recommend process improvements to increase efficiency and service delivery.
Create promotional materials and digital content for campus events.
Assist with the creation and support of Southlake Student Activities social media accounts, including growing followers.
Develop social media content such as graphics, photos, videos, and event highlights.
Perform other duties as assigned in support of the College’s mission, vision, strategic priorities, and goals.