Assistant to the Executive Dean

Barry University•Miami Shores, FL

4d•Onsite

About The Position

The Assistant to the Dean position is in person Monday through Friday from 9AM to 3PM. The position provides administrative and operational support to the Executive Dean Office in achieving objectives of the CHPMS Executive Dean’s office. Oversees and/or performs a range of diverse administrative activities for the Executive Dean’s Office. Serves as a central point of liaison with the CHPMS 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 Siena classroom operations, assists with monitoring the use of resources and the implementation of strategic initiatives and projects as assigned by the Executive Dean.

Requirements

An Associate's degree in any field of study is required.
3-5 years of relevant experience.
Designs professional presentations and documents using advanced features in PowerPoint and Word.
Troubleshoots common system/software issues.
Manages high-volume scheduling with competing priorities.
Drafts and edits correspondence, reports, and contracts with strong attention to detail and formatting.
Must have the ability to tailor messaging appropriately for different audiences (faculty, staff, executives, external partners).
Facilitates meetings by preparing agendas, recording minutes.

Nice To Haves

A Bachelor's degree is preferred.

Responsibilities

Provide frontline support for the Dean’s office, including greeting and directing all Executive Dean’s office guests, mainline phone calls, and the Executive Dean’s phone.
Organize meetings for the Executive Dean, donors, alumni, and various internal and external affiliates.
Manage the Executive 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 Executive Dean’s office and CHPMS, on the Executive Dean’s drive and SharePoint.
Manage travel for the Executive Dean’s office.
Organize CHPMS events or conferences.
Oversee inventory control for the Executive Dean’s office, to include the Siena conference room and classroom.
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 Executive Dean’s office suites, conference room, Siena classroom, main Executive Dean hallways, as well as reporting any needs of the first floor Siena bathrooms or building exterior.
Oversee IT support for the Executive Dean’s office and Siena conference room, and classroom.
Manage the Siena conference room and classroom calendars.
Ordering of office/breakroom supplies and overseeing water and shredding services.
Manage the Executive Dean's mailbox, which includes signatures for the Executive Dean and any requests from faculty, students, and staff.
Manage the CHPMS quick reference list.
Manage donor holiday greeting cards and gifts.
Manage all greeting cards for the leadership team.
Assist with errands for the Executive Dean's office, including daily mail run, pick up of supplies for events on and off campus.
Administrator for the CHPMS Student Leadership Council.
Administrator for the CHPM Staff Council.
Manage and coordinate the quarterly CHPMS newsletter alongside the Executive Dean.
Oversee and manage the CHPMS SharePoint depository lists.
Other job-related duties as assigned by the Executive Dean, Sr. Director, Business Operations, and Administrative Specialist.