Dean's Administrative Assistant, College of Arts & Sciences

About the University

Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university enrolls 9,700 students across more than 100-degree programs in its Schools of Business, Communications, Education, Computing & Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts & Sciences. Quinnipiac’s 21 Division I teams have earned multiple conference titles, including a 2023 NCAA National Championship in ice hockey, a three-time defending national champion women’s rugby team, and a Sweet 16 appearance by the women’s basketball team.

The Quinnipiac University Poll is nationally recognized for public-opinion research. U.S. News & World Report and Princeton Review consistently rank Quinnipiac among top institutions, and the Wall Street Journal placed Quinnipiac at #51 nationally—and second in Connecticut—for graduation rate, salary impact, learning facilities, career preparation, and learning opportunities.

The university is expanding programs for traditional and adult learners, developing innovative strategic partnerships, and recently opened a South Quad with three new buildings. Quinnipiac’s core values—ensuring every Bobcat thrives, serving as a lifelong partner for learners, passionately caring for the community, and boldly shaping the university’s future—guide its growth and reflect the Quinnipiac spirit.

Responsibilities

• Maintain the efficient operation of the Dean’s Office.
• Manage professional communications for the Dean’s Office, including phone calls, incoming mail/email, routine correspondence, memos, minutes, reports, grants, forms, and editing for accuracy, format, punctuation, and construction.
• Maintain confidentiality of issues presented to the Dean’s office.
• Provide direct administrative support to the Dean, including calendar management, meeting coordination, preparation of materials, and handling confidential communications.
• Coordinate communication for the College: post content on social media, monitor the college’s social media presence, produce brochures in collaboration with other offices and external vendors, and organize a college-specific digital newsletter for alumni and friends.
• Assist the Dean in overseeing and monitoring the budget, including reporting, reconciling expenditures, and maintaining financial files. Process online requisitions, verify fund availability, verify invoices, and reconcile accounts.
• Organize and maintain professional files related to faculty, staff, and students; curate digital filing systems.
• Coordinate and maintain records for events and meetings, including Open Houses, Admitted Students Days, and Orientation.
• Provide administrative support for full-time faculty-related processes, including onboarding, meetings, and related documentation.
• Coordinate administrative processes and communications among college administrative staff, including scheduling and shared workflows.
• Maintain and coordinate the Dean’s calendar and the college calendar with the Executive Committee to schedule faculty meetings, chair meetings, and other activities.
• Interact and correspond with faculty, parents, students, and visitors; answer questions within scope of authority and knowledge.
• Utilize university software to retrieve and maintain information.
• Coordinate or assist with conferences, meetings, and travel logistics, including scheduling, materials, facilities, and related arrangements.
• Process travel expense reimbursements and assist with coordination of accreditation visits and related event logistics.
• Order office and event supplies as needed; assist in arrangements for food, speakers, and supplies.
• Provide cross-functional administrative support and backup coverage as needed.
• Perform other clerical duties as assigned.

Requirements

• High School Diploma or GED required.

Qualifications

• Proven administrative support experience, preferably supporting senior leadership in higher education, nonprofit, or professional office environments.
• Strong organizational and project coordination skills with the ability to manage multiple priorities, calendars, events, and deadlines.
• Excellent written and verbal communication skills, including proofreading, correspondence preparation, and professional stakeholder interactions.
• Demonstrated ability to handle highly confidential and sensitive information with discretion and professionalism.
• Experience with budget administration, account reconciliations, expense processing, purchasing, and financial recordkeeping.
• Proficiency with Microsoft Office Suite and database/software systems, particularly Outlook, Excel, Word, and digital filing platforms.
• Experience planning and coordinating meetings, events, travel arrangements, and logistics.
• Ability to collaborate effectively with faculty, staff, students, parents, alumni, and external partners.
• Strong attention to detail and commitment to accuracy in documentation, records management, and administrative processes.
• Experience managing social media, newsletters, marketing materials, or communications initiatives preferred.

Pay

The starting hourly rate is $28.91. An additional $0.75 per hour is provided for a bachelor’s degree or $0.35 per hour for an associate degree.

Schedule

This is a full-time position with a 35-hour workweek.

Benefits

• Comprehensive benefits package for full-time staff.
• Tuition remission.