Administrative Assistant 1

Job Title: Administrative Assistant to the Dean of Academics
Department: Academics
Location: Army and Navy Academy
Reports To: Dean of Academics

Position Summary:

The Executive Assistant to the Dean of Academics provides highlevel administrative support to the Dean and Academic Office. The position requires a highly organized detailoriented individual who can manage various complex administrative tasks with discretion. The Executive Assistant serves as a key point of contact for faculty staff students and external stakeholders contributing to the smooth operation of the academic leadership office.

Key Responsibilities:

1. Administrative Support:
   • Manage the Deans calendar scheduling meetings appointments and events.
   • Organize and coordinate internal and external meetings ensuring all materials are prepared and distributed in advance.
   • Handle confidential information with discretion and professionalism.
   • Prepare correspondence reports presentations and documents.
2. Communication and Coordination:
   • Serve as the primary point of contact for the Deans office managing communications with faculty staff students and external partners.
   • Coordinate and facilitate meetings and events ensuring all logistics are handled efficiently.
   • Act as a liaison between the Dean and other departments ensuring a smooth flow of information.
3. Event Planning and Logistics:
   • Assist with the planning and executing of academic conferences workshops and events.
   • Coordinate travel arrangements and accommodations for the Dean and academic visitors.
   • Organize special academic functions including faculty meetings retreats and convocations.
4. Project Management:
   • Assist in managing academic projects initiatives and tasks ensuring deadlines and objectives are met.
   • Track progress on various academic initiatives following up with relevant parties as necessary.
5. Administrative Support to Academic Committees:
   • Provide administrative assistance to academic committees including scheduling meetings preparing agendas and maintaining records of meetings.
   • Support the preparation of academic reports accreditation materials and other documentation.
6. Financial Administration:
   • Assist with budgeting and financial management for academic programs including processing expenses invoices and reimbursements.
   • Maintain financial records and assist with forecasting academicrelated spending.
7. Special Projects:
   • Undertake special projects and initiatives as assigned by the Dean.
   • Conduct research and compile information as necessary to support decisionmaking and strategic planning.

Qualifications:

• Education: Bachelors degree in a relevant field (e.g. Business Administration Education or a related discipline). *
• Experience: Minimum of 3 years of experience in an executive support or administrative role preferably in an academic setting.
• Skills:
  • Strong organizational and timemanagement skills.
  • Excellent written and verbal communication skills.
  • High proficiency with Microsoft Office Suite (Word Excel PowerPoint).
  • Ability to handle multiple tasks with attention to detail and a high level of accuracy.
  • Strong interpersonal skills and ability to work effectively with diverse groups of people.

* May assess the combination of education and training to determine if it provides the equivalent knowledge and abilities required for the job.

Preferred:

• Experience in private education administration or academic settings.
• Knowledge of academic policies and procedures.

Compensation:

Hourly Position
Fulltime 12 months)

$28 32 per hour (based on experience)