Senior Assistant to the Dean

University of New England Career • Portland, OR

1d

About The Position

This role provides comprehensive administrative and operational support to the Dean and the Dean's Office. The Senior Assistant to the Dean is responsible for managing the Dean's schedule, coordinating office operations, and assisting with various administrative tasks to ensure efficiency and professionalism. This position requires excellent organizational skills, discretion in handling confidential information, and proficiency in office software and virtual platforms.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support, preferably supporting executive leadership.
• Demonstrated experience managing complex calendars and coordinating multiple priorities.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Ability to work independently while managing multiple competing priorities.

Responsibilities

• Manage the Dean’s calendar, including scheduling meetings, events, travel, and priorities.
• Coordinate meetings across multiple colleges, departments, and external organizations to align schedules and maximize efficiency.
• Prepare meeting agendas, supporting materials, presentations, and briefing documents.
• Attend meetings as requested, take notes, document decisions, and track follow-up action items.
• Screen and prioritize incoming communications, responding independently when appropriate and routing inquiries efficiently.
• Coordinate travel arrangements and prepare travel itineraries and expense documentation.
• Assist with confidential correspondence, reports, and sensitive personnel or institutional matters.
• Serve as the primary point of contact for the Dean’s Office.
• Coordinate daily office operations to ensure efficiency and professionalism.
• Maintain filing systems, records, and confidential documentation.
• Manage office supply inventory and coordinate purchases.
• Coordinate visitors, special guests, and event logistics.
• Assist with budget tracking, purchasing, reimbursements, and procurement processes.
• Prepare reports, presentations, spreadsheets, and correspondence.
• Maintain calendars for recurring institutional deadlines.
• Organize electronic files and ensure accurate recordkeeping.
• Support document preparation for leadership meetings and Board presentations.
• Help coordinate retreats, and special events.
• Reserve meeting space, arrange technology needs, catering, and meeting logistics.
• Prepare and distribute agendas, meeting materials, and follow-up communications.
• Track meeting outcomes and ensure action items are completed.
• Organize office operations and administrative processes.
• Support strategic initiatives and special projects.
• Coordinate travel and event logistics.
• Serve as the central administrative resource for the Dean’s Office.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior