Administrative Assistant to the Dean

Summary of Position

The Administrative Assistant to the Dean provides responsible, independent, and complex administrative support to the Dean and the College. The individual in this role coordinates and assists with managing office operations, financial and personnel processes, communication flow, and event planning. In addition, they serve as a liaison for the dean’s office across university departments, ensure the timely completion of administrative tasks, and support college priorities and initiatives. At all times, they maintain a high level of confidentiality and professionalism in all aspects of the role.

Required Education

Bachelor’s Degree. Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of full-time related work experience equals one year of education.

Essential Duties/Responsibilities

• Manage the day-to-day operations of the Dean’s Office.

• Actively monitor and assist in meeting Academic Affairs requirements and deadlines.

• Schedule meetings, maintain calendars, and coordinate travel arrangements.

• Prepare and proofread reports, correspondence, agendas, minutes, and other documents.

• Maintain organized records and ensure accuracy and attention to detail in all administrative processes.

• Aid in policy development and compliance, and related college procedures.

• Respond to inquiries from varied stakeholders (e.g., faculty, staff, students, external entities) related to college information such as established policies and procedures.

• Support the college’s staffing and personnel functions to include posting submissions and assisting search committees; Work with the Provost’s Office, HR, Position Control, and Payroll to coordinate hiring process requirements.

• Assist in preparations for accreditation reporting.

• Aid in college budgeting processes.

• Carry out responsibilities in accordance with university policies.

• Participate in continuous process improvement efforts including utilizing new technology and documenting best practices.

• Support college and university initiatives.

• Perform additional duties for the college consistent with all responsibilities within the dean’s office.

• Support the College’s staffing and personnel functions, including position control, recruitment, onboarding, PAF processing, and personnel record maintenance.

• Offer professional support, coaching, and provide training, guidance, and direct supervision to CT employees and academic unit leadership.

• Collaborate with assistant/associate dean(s), department chairs, directors, or heads to understand and support employee assignments and work expectations.

• Coordinate sensitive administrative tasks such as human resource or legal matters.

• Maintain open lines of communication and resolve challenges in accordance with university policies and collective bargaining agreements.

• Work closely with academic unit leadership to align day-to-day CT employee assignments with operational needs.

• Facilitate regular performance reviews in collaboration with academic unit leadership.

• Foster a collaborative working environment by maintaining consistent and transparent communication across units.

• Aid in addressing conflicts and performance concerns using an objective and inclusive approach, guided by HR policy and procedures.

• In cooperation with Human Resources, assist with screening, interviewing, and selecting for hire applications for vacant positions within the area(s) of supervision, pursuant to university policies and procedures and state and federal laws and guidelines.

• Organize and coordinate college-level and student events, such as commencements, orientations, receptions, and public-facing programs.

• Aid in college recognition efforts, scholarship coordination, and ceremonial preparations.

• Support the college scholarship and awards committee, interface with the Financial Aid and Scholarships Offices, and directly access Scholarship Universe software.

• Act as a direct contact for college alumni.

• Assist with records and meeting deadlines for faculty evaluation, Tenure, Promotion and Merit, and college committees as appropriate.

• Ensure timely notifications of deadlines are sent to faculty.

• Serve on position-related College and University committees.

• Engage in professional development and university-led trainings.

• Contribute to institutional priorities and planning processes.

• Serve as a liaison with internal and external stakeholders as assigned.

• Carries out responsibilities in accordance with university policies and applicable laws.

• Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty, and staff to thrive authentically.

• Support, promote, and develop university student enrollment and retention initiatives.

Skills and Abilities

• Ability to work independently with minimal supervision.
• Skilled in conflict resolution, time management, and multitasking.
• Strong interpersonal, professional communication, and problem-solving skills.
• Ability to maintain confidentiality and discretion in handling sensitive information.
• Experience using standard office equipment and software for document creation, communication, scheduling, and data tracking.
• Demonstrated successful experience working directly with people from diverse backgrounds, including cultural, educational, socioeconomic, and life experiences.
• Ability to understand Collective Bargaining Agreements and university policy requirements to help ensure compliance.
• Intermittent travel to the Grand Rapids, MI, location as needed.