Dean's Office Administrative Assistant

Brigham Young University•Provo, UT

3d•Onsite

About The Position

Provide high-level executive and operational support to BYU Continuing Education’s senior leadership team, including the Dean, four Associate Deans, and Legal Counsel. Strategically manage complex executive calendars, communications, travel, meetings, financial processes, and administrative initiatives. Exercise independent judgment, anticipate leadership needs, and maintain confidentiality. Serve as a trusted liaison among university leadership, Continuing Education directors and employees, faculty, staff, external partners, and other stakeholders. Help ensure efficient operation of the Dean’s Office and coordination across an organization of more than 250 full-time employees. Coordinate organization-wide initiatives, executive operations, and large-scale events; translate leadership priorities, resolve complex administrative challenges, and improve organizational efficiency in support of BYU Continuing Education’s mission. Partner with senior leaders to coordinate priorities, communications, and operations; manage calendars; and arrange meetings, retreats, interviews, logistics, and follow-through. Participate in weekly executive leadership and monthly Leadership Council meetings, prepare minutes and executive materials, document decisions and action items, and serve as an organizational liaison. Lead cross-functional initiatives, improve office processes, and coordinate employee engagement and recognition activities, including all-employee meetings. Coordinate domestic and international executive travel, authorizations, expense reports, reimbursements, and financial documentation under university policies. Coordinate Harman Building room reservations, manage a 15-vehicle fleet, and coordinate employee assignments and on-site operational support for Women’s Conference and Education Week. Recruit, hire, train, supervise, and mentor two student assistants, including assigning work, coordinating coverage, monitoring performance, providing feedback, and making employment and wage recommendations within university guidelines.

Requirements

Firm commitment to the mission of BYU.
At least 3 years supporting senior-level administrators.
Advanced MS Office skills, including Outlook, PowerPoint, Word, and Excel.
Excellent communication, attention to detail, professionalism, and discretion with confidential information.
Strong organizational skills to manage complex travel and meeting schedules, competing priorities, and deadlines under pressure.
Members of The Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend to be hired and remain in the position.
All employees must abide by BYU’s Honor Code and Dress & Grooming Standards and support and contribute to the university’s academic and religious missions.

Nice To Haves

Four-year college degree in business or a related field, or equivalent professional experience.
Extensive knowledge of university policies and procedures and their application to Continuing Education operations.
Experience using Workday.
Knowledge of Continuing Education’s organization, programs, and departments.

Responsibilities

Partner with the Dean, four Associate Deans, and Legal Counsel to coordinate executive priorities, communications, and operations.
Manage complex executive calendars, prioritize competing demands, anticipate conflicts, and align leaders’ time with organizational priorities.
Anticipate leadership needs and coordinate meetings, retreats, interviews, information, logistics, and follow-through.
Participate in weekly executive leadership and monthly Leadership Council meetings; prepare minutes and executive materials, document decisions and action items, and serve as a liaison across the organization.
Lead organization-wide and cross-functional initiatives, improve Dean’s Office processes, and coordinate employee engagement and recognition activities, including all-employee meetings.
Coordinate domestic and international executive travel, authorizations, expense reports, reimbursements, and related financial documentation in accordance with university policies.
Coordinate Harman Building room reservations and manage Continuing Education’s 15-vehicle fleet.
Coordinate employee assignments for Women’s Conference and Education Week and provide on-site operational support, referring matters outside the position’s authority to the appropriate administrator.
Recruit, hire, train, supervise, and mentor two Dean’s Office student assistants.
Set student assistants’ priorities, delegate work, coordinate office coverage, monitor performance, provide feedback, and make employment and wage recommendations within university guidelines.
Maintain confidentiality and exercise sound judgment while serving as a liaison among university leadership, Continuing Education employees, faculty, staff, external partners, and stakeholders.

Benefits

BYU automatically contributes 8% to retirement at no cost to the employee; BYU adds an additional 4% when the employee contributes 5% (rehire eligibility may differ).
Generous vacation and sick time.
13 paid holidays.
Employee assistance program available to the employee and household members.
Tuition benefits for employees and eligible family members.
Access to athletic facilities.
Medical and dental benefits.
Short- and long-term disability benefits.
Paid parental and maternity leave.
Wellness program.
Free on-campus parking.
Free UTA passes for the employee, spouse, and qualified dependents.
Discounts at the BYU Store and for many BYU events.