Senior Administrative Assistant to the Dean - School of Health Sciences

Liberty University•Lynchburg, VA

1d•$21 - $25•Onsite

About The Position

The Senior Administrative Assistant to the Dean supports the priorities and daily operations of the School of Health Sciences Dean’s Office. This visible, trusted role coordinates the Dean’s calendar, travel, meetings, communications, expense reporting, confidential records, and special projects. The assistant anticipates office needs, ensures timely follow-through, collaborates with Dean’s Office and departmental staff, and communicates regularly with University leadership, faculty, staff, students, key constituents, and external contacts in a demanding, fast-paced environment. The position directs daily administrative tasks alongside the Director of Administrative Operations, manages the Dean’s time and priorities, coordinates meetings and records minutes as needed, maintains contact databases and accurate records, and supports correspondence, reports, presentations, spreadsheets, and special projects. It also handles inquiries and information requests, uses discretion and diplomacy for sensitive matters, supports purchasing and vendor payments, and provides backup administrative support elsewhere in the School as needed. The employee is periodically available during evenings and weekends and may perform other assigned duties. The role is based onsite in a climate-controlled, well-lighted office with moderate noise. Local and campus travel is occasionally required, using a personal or LU vehicle; a valid Virginia driver’s license, acceptable DMV record, and liability insurance are required. Physical duties include extended sitting and keyboard work, regular hearing and speaking, occasional standing, walking, stair climbing, and regularly lifting 10 pounds or less.

Requirements

At least four years of experience directly supporting an executive or other high-level leader, or in a comparable high-level administrative or project support role.
Experience must include calendar management, meeting coordination, professional correspondence, confidential information, and multiple competing priorities.
Bachelor’s degree in business administration, healthcare administration, communications, or a related field; alternatively, an associate degree plus two additional years of directly related administrative experience.
Ability to operate independently with minimal supervision.
Advanced technical and computer skills, including MS Office with emphasis on PowerPoint and Excel, database skills, electronic calendar management, videoconferencing applications such as Teams, and email applications.
Strong organization and project management skills, attention to detail, initiative, and ability to multitask within demanding timeframes.
Ability to thrive in a fast-paced environment, act with urgency, prioritize multiple assignments, and adapt to changing conditions.
Strong analytical and problem-solving skills and sound judgment within policy parameters.
High-quality customer service orientation.
Strong verbal and written communication and interpersonal skills, including editing and proofreading ability and excellent listening skills.
Ability to work independently and as a team member.
Ability to exercise discretion and maintain confidentiality in all aspects of the services provided.
Diplomacy, professional appearance and demeanor, and excellent attendance.
Social perceptiveness and awareness of others’ reactions and the reasons behind them.
Ability to travel occasionally to local and campus locations; use a personal or LU vehicle for work travel; and provide proof of a valid Virginia driver’s license, acceptable DMV record, and liability insurance.
Ability to sit for extended periods, hear and speak regularly, occasionally stand, walk, and climb stairs, and regularly lift 10 pounds or less.

Nice To Haves

Project management training.

Responsibilities

Direct daily administrative tasks of the Dean’s Office alongside the Director of Administrative Operations.
Manage the Dean’s calendar, appointments, travel arrangements, conference and event registrations, and prioritization of sensitive matters.
Create task lists, follow up on projects, and keep the Dean informed about priorities, deadlines, and challenges.
Plan and coordinate meetings, including detailed meeting plans and recording minutes or notes as needed.
Maintain a database of internal and external contacts and comprehensive, accurate records.
Use university systems and computer applications to support administrative functions in accordance with training, policies, and procedures.
Collect and prepare information for discussions and meetings with executive management and external individuals.
Draft briefing documents, memos, correspondence, communications, and other materials on the Dean’s behalf.
Write and edit emails; create PowerPoint presentations; coordinate monthly reporting; and maintain complex Excel spreadsheets.
Plan and implement special projects and events requiring administrative, logistical, and technical coordination.
Respond to inquiries and requests for information from faculty, staff, students, prospective students, and others; route issues to appropriate staff for resolution.
Analyze needs and problems to determine appropriate approaches and priorities, and manage competing tasks and deadlines.
Handle sensitive internal and external contacts and issues with discretion, diplomacy, and attention to urgency.
Provide backup administrative support to other areas in the School as needed.
Acquire working knowledge of LU’s financial system; process receipts; coordinate payment of the Dean’s and administrative purchasing cards; and coordinate vendor payments with proper charge documentation and receipts.
Provide administrative and technical assistance on special projects assigned by the Dean, attend project meetings and updates, and prepare related correspondence and special reports.
Be periodically available during evenings and weekends and perform other duties as assigned.