Assistant To The Dean

Job Description

• Provides staff and office support for the dean, to include screening and handling telephone communications, greeting and directing visitors.
• Deal with administrative problems and inquiries, as appropriate.
• Serves as a primary point of contact and liaison between the office, students, and external constituencies.
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, provides administrative support, and follow-up on meetings.
• Schedules and coordinates dean's appointments and travel arrangements and coordinates daily office activities.
• Gathers, enters, and/or updates data to maintain departmental records and databases.
• Carries out and coordinates administrative activities associated with academic affairs.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security etc.
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• Performs miscellaneous job-related duties as assigned.
• Prepare the PO for office supplies for the work room and for staff members, tracks office supply levels, and maintains budget ledger/record keeping of funds used for the Provost's Office supplies and other office expenditures.
• Order and purchases food for meetings and works closely with caterers, monitors the office budget, reconciles orders, invoices, and monthly financial record statements; communicates with vendors regarding adjustments.
• Prepares purchase requisitions and travel forms and makes travel reservations for faculty staff, when necessary.
• Receive and coordinates special projects and assignments received from the dean.
• Apply project management skills and tools in creating project plans and follow-up schemes for different projects directed and lead by the provost.
• Provide note taking for committees, as requested.