Executive Assistant to the Dean

Winthrop University•Rock Hill, SC

About The Position

The Executive Assistant to the Dean provides executive operations and administrative leadership for the Dean’s Office. The role establishes and maintains administrative procedures and workflows; serves as a liaison among the Dean’s Office, faculty, staff, students, external partners, and university offices; manages the Dean’s calendar; and prepares agendas, briefing materials, reports, and minutes. The position coordinates internal communications across 12 academic departments and manages relationships and engagements with community partners, alumni, donors, academic reviewers, and partner companies. The role prepares reports for community partners, accreditation visits, and academic program reviews; develops training resources for department-level administrative assistants and faculty; and leads workshops and training sessions. It maintains faculty assembly records and committee assignments, supports faculty meetings, and monitors operational workflows and departmental records. The Executive Assistant plans and supports campus-wide events, recruitment and retention activities, alumni engagement, faculty development, and prospective student experiences. Responsibilities include digital media postings and secondary web management; coordinating visitor and candidate travel and hospitality; managing travel and conference logistics; and leading purchasing and procurement for college events, new faculty hires, unit functions, accreditation, and program reviews. The role also leads the college scholarship application process and maintains related digital communications and websites. It conducts visual facilities checks, submits and follows up on work orders, and works with the Dean and Associate Vice President for Facilities to prioritize projects and upgrades in Kinard Hall.

Requirements

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

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

Establish, document, and maintain administrative procedures and workflows.
Serve as a liaison between the Dean’s Office and faculty, staff, students, external partners, and university offices.
Coordinate and manage the Dean’s calendar and organize meetings with community partners.
Prepare meeting agendas, briefing materials, reports, and meeting minutes.
Coordinate internal communications across 12 academic departments.
Manage relationships and engagements with community partners, alumni, donors, academic reviewers, and partner companies.
Prepare reports for community partners, accreditation visits, and academic program reviews.
Create training resources for department-level administrative assistants and faculty, and lead workshops and training sessions.
Maintain faculty assembly records and committee assignments and support faculty meetings in collaboration with the Administrative Data Coordinator.
Monitor operational workflows and ensure departmental records are accurate.
Publish postings to digital media platforms and serve as secondary web manager.
Plan and support campus-wide events, including a community forum, interdisciplinary conference, Dean’s Council meetings, workshops, seminars, industry advisory meetings, recruitment and retention events, and alumni events.
Coordinate travel, lodging, itineraries, parking, and hospitality for candidates and visitors.
Participate in recruitment initiatives and prospective student engagement activities.
Coordinate building tours and campus visit experiences.
Plan and support faculty development training sessions.
Manage or coordinate travel arrangements and conference logistics for the Dean’s Office and Student Services team.
Prepare travel authorizations and reimbursement documentation, tracking registration deadlines and expense submissions.
Manage and lead purchasing and procurement for college-wide events, new faculty hires, unit functions, and academic accreditation and program reviews.
Lead the college’s scholarship application process and ensure students are aware of scholarship opportunities.
Create digital communications for scholarship recipients and update scholarship and general recruitment websites.
Conduct visual facilities checks, submit maintenance and repair work orders, and follow up as needed.
Work with the Dean and Associate Vice President for Facilities to prioritize projects and upgrades in Kinard Hall.