Executive Assistant to the Dean

Winthrop University•Rock Hill, SC

About The Position

This role provides executive operations and administrative leadership, serving as a key liaison between the Dean’s Office and various stakeholders including faculty, staff, students, external partners, and university offices. The position involves managing the Dean's calendar, organizing meetings, preparing essential documents like agendas, briefing materials, and minutes. It also plays a crucial role in external partnership management, unit reporting, and operational support, including maintaining relationships with community partners, alumni, and donors. The role is responsible for preparing reports for accreditation visits and academic program reviews, establishing training resources for administrative assistants and faculty, and monitoring operational workflows. Additionally, it involves planning and executing a wide range of campus-wide events, managing travel and procurement processes, leading the college’s scholarship application process, and overseeing facilities-related tasks. The Executive Assistant will also be involved in recruitment initiatives and prospective student engagement.

Requirements

Bachelor’s degree
At least one year of experience providing senior-level/advanced administrative support
Proficiency with Microsoft Office 365
An equivalent combination of education and experience may be considered.

Nice To Haves

Experience with Ellucian Banner software
Experience coordinating events
Experience promoting academic programs using digital media
Experience managing complex academic operations comprising multiple departments at an institution of higher education

Responsibilities

Establishes, documents, and maintains administrative procedures and workflows.
Serves as a liaison between the Dean’s Office and faculty, staff, students, external partners, and university offices.
Coordinates and manages the Dean’s calendar and organizes meetings with community partners.
Prepares meeting agendas, polished and professional briefing materials and reports, and meeting minutes.
Coordinates internal communications across 12 academic departments.
Serves as the office’s primary manager for community partnerships, alumni, donors, and academic reviewers.
Maintains professional relationships and manages engagements with external partners, including building invitations, identifying potential partners, and maintaining relationships between the Dean’s Office and partner companies.
Prepares various reports for community partners, accreditation visits, and academic program reviews.
Establishes training resources for department-level administrative assistants and faculty and leads workshops/training sessions.
Maintains faculty assembly records and committee assignments and works with the Administrative Data Coordinator to support faculty meetings.
Monitors operational workflows and ensures accuracy of departmental records.
Publishes frequent postings to digital media platforms and serves as secondary web manager.
Plans an array of campus-wide events, including an annual community forum, interdisciplinary conference, Dean’s Council meetings, workshops and seminars, industry advisory meetings, recruitment and retention events, alumni events, etc.
Coordinates travel, lodging, itineraries, parking, and hospitality (including gifts) for candidates and visitors.
Participates in recruitment initiatives and prospective student engagement activities.
Coordinates building tours and campus visit experiences.
Plans and supports faculty development training sessions.
Manages/coordinates travel arrangements and conference logistics for the Dean’s Office and the Student Services team.
Prepares travel authorizations and reimbursement documentation with attention to registration deadlines and expense submissions.
Manages and leads purchasing and procurement processes for college-wide events, new faculty hires, unit functions, and academic accreditation and program reviews.
Leads the college’s scholarship application process, ensuring students are aware of the opportunities.
Creates digital communications for the college’s scholarship recipients and updates the scholarship and general recruitment websites.
Conducts visual facilities checks, submits work orders for maintenance and repairs, and follows up as needed.
Works with the Dean and Associate Vice President for Facilities to prioritize projects and upgrades in Kinard Hall and serves as a reliable support for instructional faculty.