Dean's Administrative Assistant, College of Arts & Sciences

Quinnipiac University • Hamden, CT

1d

About The Position

Quinnipiac University is hiring a Dean's Administrative Assistant in the College of Arts & Sciences. The role serves as a central coordinating position in the Dean’s Office, providing administrative and operational support to the Dean and helping implement the College’s academic and strategic initiatives. The successful candidate will work collaboratively with faculty, staff, students, alumni, university leaders, and external partners. The position coordinates events and initiatives that support the university community.

The role maintains the efficient operation of the Dean’s Office and manages professional communications, records, calendars, budgets, meetings, events, travel logistics, and administrative processes. It also supports College communications, faculty-related processes, and coordination among administrative staff. This is a full-time, 35-hour-per-week position in the Clerical & Technical Union. The starting hourly rate is $28.91, with an additional $0.75 per hour for a bachelor's degree or $0.35 per hour for an associate degree. Employment is contingent on successful completion of a Microsoft Office skills test, proofreading test, and background check. Applicants must submit a resume and contact information for three references. Quinnipiac University offers eligible full-time faculty and staff a comprehensive benefits package that may include health insurance, life insurance, paid time off, education benefits, and retirement benefits.

Requirements

• High school diploma or GED.
• Proven administrative support experience; experience supporting senior leadership in higher education, nonprofit, or professional office environments is preferred.
• Strong organizational and project coordination skills, including the ability to manage multiple priorities, calendars, events, and deadlines.
• Excellent written and verbal communication skills, including proofreading, correspondence preparation, and professional stakeholder interactions.
• Ability to handle highly confidential and sensitive information with discretion and professionalism.
• Experience with budget administration, account reconciliations, expense processing, purchasing, and financial recordkeeping.
• Proficiency with Microsoft Office Suite and database or software systems, particularly Outlook, Excel, Word, and digital filing platforms.
• Experience planning and coordinating meetings, events, travel arrangements, and logistics.
• Ability to collaborate effectively with faculty, staff, students, parents, alumni, and external partners.
• Strong attention to detail and commitment to accuracy in documentation, records management, and administrative processes.
• Successful completion of a Microsoft Office skills test, proofreading test, and background check.
• Applications must include a resume and contact information for three references on the application form.

Nice To Haves

• Experience supporting senior leadership in higher education, nonprofit, or professional office environments.
• Experience supporting social media, newsletters, marketing materials, or communications activities.
• An associate or bachelor’s degree qualifies for an additional hourly differential.

Responsibilities

• Maintain the efficient operation of the Dean’s Office.
• Manage Dean’s Office communications, including calls, mail and email, correspondence, memos, minutes, reports, grants, and forms; proofread and format materials and maintain confidentiality.
• Provide direct administrative support to the Dean, including calendar management, meeting coordination, preparation of materials, and confidential communications.
• Coordinate College communications, including posting College-provided social media content, monitoring social media, coordinating brochure content and production, and organizing a digital newsletter for alumni and friends.
• Assist the Dean with budget oversight and monitoring, reporting, expenditure reconciliation, financial files, online requisitions, fund availability checks, invoice verification, and account reconciliation.
• Organize and maintain professional files related to faculty, staff, and students, and curate digital filing systems.
• Coordinate and maintain records for College events and meetings, including Open Houses, Admitted Students Days, and Orientation.
• Provide administrative support for full-time faculty processes, including onboarding, meetings, and related documentation.
• Coordinate administrative processes and communications among College administrative staff, including scheduling and shared workflows.
• Maintain and coordinate the Dean’s and College calendars with the Executive Committee, scheduling faculty meetings, chair meetings, and other activities.
• Interact and correspond with faculty, parents, students, and visitors, answering questions within the scope of authority and knowledge.
• Use university software to retrieve and maintain information.
• Coordinate or assist with conferences, meetings, and travel logistics, including scheduling, materials, facilities, and arrangements.
• Process travel expense reimbursements and assist with accreditation visit coordination and related event logistics.
• Order office and event supplies and assist with arrangements for food and speakers.
• Provide cross-functional administrative support and backup coverage as needed.
• Perform other clerical duties as assigned.

Benefits

• Comprehensive benefits package for eligible full-time faculty and staff, which may include health insurance, life insurance, paid time off, education benefits, and retirement benefits.
• Tuition remission.
• Opportunities for professional growth.

What This Job Offers

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