Administrative Assistant - Paul College

Duties/Responsibilities

• Serve as a primary point of contact for internal and external inquiries from departments, students, parents, alumni, and partner organizations; coordinate academic program details, identify and resolve problems, and provide specialized program information via phone and email.
• Create and initiate written correspondence in accordance with professional business and academic standards.
• Cook up and initiate schedules for academic and departmental meetings, lectures, events, and conferences involving faculty, staff, industry professionals, alumni, and students; reserve space and oversee telecommunication needs; arrange and manage virtual meetings (e.g. Teams or equivalent platforms); participate in and record meeting proceedings as requested; prepare, format, and distribute agendas and minutes in a detailed, professional format.
• Collaborate with relevant campus offices (e.g. Career Services, Dean's Office) as requested.
• Maintain existing secure online file-sharing, storage, and collaboration platform for department and faculty files, shared in coordination with faculty, staff, and other offices as appropriate.
• Aid faculty with proctoring arrangements and exam scheduling, including coordinating with testing/accessibility services for students with academic accommodations; reserve rooms for makeup exams and arrange for classroom proctors as requested.
• Support faculty recruitment efforts by coordinating departmental faculty schedules for candidate interview itineraries and assisting with the organization and management of candidate visits in coordination with the Dean's Office.
• Provide a wide array of complex program support and technical and administrative assistance related to the coordination, planning, organizing, and management of department-level events, which may include symposiums, conferences, faculty presentations, competitions, open houses, admitted student days, and student club activities.
• Design, create, and produce publications and event collateral including, but not limited to: presentations, event flow documents, timelines, programs, promotional materials, brochures, flyers, posters, invitations, correspondence, print and digital signage, and website content; coordinate appropriate outreach and marketing activities as assigned.
• Support event logistics including: researching and securing event venues and rooms; creating promotional content; assisting with event publicity efforts; arranging technical support and catering; maintaining related supplies and equipment; monitoring participant registrations and tracking attendees; printing name-tags and other event materials; providing program information to participants and speakers; and other related supportive day of execution needs.
• Exercising discretion and sound judgment, monitor department spending via established processes that support department funded programs, projects, meetings, events, clubs, and activities; secure all necessary approvals prior to purchases; review expenses for appropriateness; verify supporting documentation for accuracy.
• Support travel and expense reimbursements for faculty, students, speakers, and guests; provide guidance on PCard usage and reimbursement requests; verify supporting documentation.

Departmental Data Management and other duties as assigned

• Create and provide periodic statistical, enrollment, and progress reports using professional business and academic standards.
• Work closely with assigned department chair(s) to monitor academic course schedules; maintain databases; perform data entry and retrieval; create spreadsheets and reports; and compile enrollment reports.
• Ensure accuracy of student records and departmental data; adhere to all applicable legal requirements and regulations, including FERPA; maintain confidentiality and discretion when using and conveying sensitive or confidential information.
• Support faculty in tracking, coordinating, and organizing outside engagement information for department-sponsored events to support accreditation and assessment processes as applicable.

Requirements

• Minimum Acceptable Education & Experience: Associate's degree or equivalent combination of education and experience. Minimum of 3 years of progressively responsible administrative or office support experience.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g. Teams).
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities, work independently, and exercise sound judgment.
• Experience handling confidential information with discretion and in compliance with applicable regulations (e.g., FERPA).
• Strong organizational skills and attention to detail.

Preferred Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field.
• Experience in a higher education or academic department setting.
• Experience with event planning and coordination.
• Familiarity with budget monitoring and expense reporting processes.
• Experience with digital content creation and/or graphic design tools (e.g., Canva, Adobe Suite).
• Experience with web content management systems.
• Experience with Workday ERP platform.