Senior Administrative Assistant (19994)

Florida Agricultural and Mechanical University - Orlando, FL

Full-time

Orlando, FL

Educational Services

About the position

Florida A&M University College of Law is accepting qualified applications for the Senior Administrative Assistant vacancy. This position will assist the Dean of the law school in Orlando, FL. The Senior Administrative Assistant to the Dean provides high-level administrative and operational support, ensuring effective functioning of the Dean's Office. This role requires applying creativity, critical thinking, and effective communication to solve problems, improve processes, and uphold university policies. The Senior Administrative Assistant plays a pivotal role in gathering and evaluating information, fostering collaborative working relationships, and maintaining a highly organized and independent work environment. They serve as a central liaison between the Dean and faculty, staff, students, and external stakeholders, handling sensitive information with the utmost discretion.

Responsibilities

• Provides high-level administrative and operational support, ensuring effective functioning of the Dean's Office.
• Utilizes creative problem-solving to streamline administrative processes and address challenges in a dynamic work environment.
• Applies critical thinking in evaluating office workflows, recommending enhancements for greater efficiency and alignment with the College's strategic objectives.
• Manages the Dean's calendar, independently prioritizing and coordinating complex schedules to maximize the Dean's availability.
• Drafts, reviews, and refines communications on behalf of the Dean, ensuring clarity, accuracy, and alignment with institutional messaging.
• Serves as the primary point of contact for the Dean's Office, responding to inquiries and acting on behalf of the Dean with professionalism and independence.
• Compiles data and prepares detailed reports, briefing materials, and presentations to support the Dean's decision-making processes.
• Regularly evaluates administrative practices, implementing improvements in document management, scheduling, and communication to enhance office efficiency.
• Organizes and coordinates events, meetings, and special functions hosted by the Dean's Office, from concept through execution.
• Manages logistics, including venue reservations, guest arrangements, and materials, ensuring all events are well-organized and align with College objectives.
• Stays informed on university policies, applying them in daily operations to ensure compliance in administrative and financial procedures.
• Acts as a resource for faculty, staff, and students on university policies, providing guidance and clarification as needed.
• Builds and maintains positive working relationships across departments, fostering collaboration and open communication channels.
• Acts as a liaison between the Dean's Office and internal and external contacts, ensuring consistent, professional interactions that support the College's reputation.
• Organizes and manages the Dean's Office files, records, and documentation, ensuring easy access and safeguarding confidentiality.
• Maintains up-to-date databases and filing systems, compiling relevant information as needed for reports, reviews, and audits.
• Assists with tracking the Dean's Office budget, processing expense reports, and preparing purchase orders while adhering to university financial policies.
• Collaborates with finance teams to ensure accuracy in budget management and timely processing of expense requests.

Requirements

• A high school diploma or equivalency and eight years of related experience; or a combination of post high school education and experience equal to eight years.

Nice-to-haves

• Knowledge of academic resources available to students.
• Ability to communicate effectively, verbally and in writing.
• Knowledge of and ability to interpret and apply related federal, state, and local laws, ordinances, rules and regulations.
• Knowledge of the concept, principles and practices of management.
• Knowledge of office practices, procedures, and etiquette.
• Ability to prioritize, organize and perform multiple work assignments simultaneously.
• Knowledge of and the ability to interpret and apply related University policies, procedures, principles, and practices.
• Ability to establish and maintain effective working relationships.