Assistant to the Dean

Baylor University•Dallas, TX

2d•Onsite

About The Position

The Administrative Assistant to the Dean provides essential administrative and operational support to the Dean and executive leadership within the Louise Herrington School of Nursing (LHSON). This position requires an organized, initiative-taking, and detail-oriented individual capable of managing multiple priorities and tasks in a fast-paced academic environment. The role includes a variety of responsibilities, including daily administrative operations, data administration, event and travel coordination, calendar management, communication with board members, and departmental communications. This individual will also play a key role in enhancing office efficiency and supporting the school's mission. The Administrative Assistant to the Dean position requires in-person, daily on-site work at the LHSON Academic Building in Dallas, Texas. For select LHSON events, the Administrative Assistant to the Dean may also be required to travel to local sites, such as the Pinning Ceremony and DNP Hooding Ceremony.

Requirements

A bachelor's degree and five years of administrative experience, including experience supporting senior or executive-level leadership, are required.
Strong organizational skills with the ability to manage multiple tasks simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other office management software.
Ability to prioritize and triage requests for correspondence and meetings.
Ability to assist with executive-level presentations, both written and visual.
Strong attention to detail and accuracy.
Ability to work independently and collaboratively in a team environment.
Discretion and the ability to manage confidential information appropriately.
Experience with travel coordination, including planning, itineraries, and expense reports.
All applicants must be currently authorized to work in the United States on a full-time basis.

Nice To Haves

A master's degree and seven years of relevant experience are preferred.
Experience with executive and/or board meeting planning and coordination.
Prior work experience in an academic setting.

Responsibilities

Assist the Dean with daily administrative operations.
Serve as the primary contact for the Dean's Office, ensuring timely responses to phone, email, and in-person requests.
Triage incoming phone calls and emails, routing requests to appropriate Associate Deans, Department Leaders, and staff team members when possible.
Facilitate communication with internal and external stakeholders.
Maintain the Dean's calendar, coordinating and confirming appointments, meetings, and events in alignment with the Dean's preferences and availability.
Prioritize and organize appointments to avoid scheduling conflicts and maximize the Dean's productivity.
Remind the Dean of upcoming meetings, events, deadlines, and commitments.
Implement and streamline office operations, procedures, and activities to improve efficiency and productivity.
Maintain and organize filing systems, both electronic and paper-based.
Manage confidential information with discretion and professionalism.
Assist with the preparation of presentations, both written and visual, including obtaining key data.
Analyze data and prepare reports as needed, ensuring accuracy and alignment with strategic initiatives.
Maintain follow-up systems for pending projects, reports, and administrative tasks to ensure timely completion.
Coordinate special meetings, including external board meetings, accreditation site visits, and clinical partner meetings.
Coordinate logistics for the Dean's attendance at special events, including conferences, workshops, and board meetings, ensuring all details are addressed.
Manage travel arrangements for the Dean, including booking flights and accommodations and preparing itineraries. Ensure travel plans follow university policies and approval procedures.
Assist with travel reimbursements and expense reports in accordance with university procedures for the Dean.
Provide general administrative support for the Associate Deans, upon request.
Assist with requests for and receipt of external letters for faculty Tenure and Promotion.
Provide administrative support to Associate Deans for special projects assigned by the Dean.
Manage travel arrangements for the Associate Deans, including booking flights and accommodations and preparing itineraries. Ensure travel plans follow university policies and approval procedures.
Assist Associate Deans with travel reimbursements and expense reports in accordance with university procedures.
Perform all other duties as assigned to support the mission and goals of Baylor University and the Nursing School.
Perform all other duties as assigned to support Baylor's mission.
Comply with university policies and procedures.
Maintain regular and punctual attendance.