Administrative & Operations Assistant
Job Description
This position is a first point of contact within the Dean's office and provides administrative support to the Associate Dean, Finance & Administration to facilitate daily operations and as back-up support for the Dean. He/she coordinates school-wide events, search committee activities, coordinates student work-study, manages calendars, conference rooms, orders supplies and facility management activities. Operating in a high-volume, fast-paced environment, this role demands unwavering professionalism, resourcefulness, and strong problem-solving and decision-making skills. The ideal candidate will deliver positive, customer-focused responses to a wide and diverse variety of requests and inquiries.
Major Responsibilities:
School Calendar & Room Scheduling
Create and maintain school calendar including the scheduling of all meetings required by the Articles of Governance in the management of the school. Communicate with school leadership to ensure all meetings are properly scheduled in a timely manner. Ensure rooms are properly furnished for related functions. Coordinate room reservation system for Faculty, Staff, and Student organizations, including, when applicable, meal arrangements and materials for meetings.
School Events
Coordinate all aspects of school events including: Secure event space through EM reservation system or CSON school calendar. Order food through EM or outside vendors. Send out calendar invites and manage RSVP list. Work with various departments (A/V, IT, MTS) on campus to ensure event runs smoothly and efficiently. Organize and monitor event timelines and ensure deadlines are met. Participate in all efforts to publicize event. Assist with any necessary travel arrangements. Is the first contact for the Pinnacle Lecture series.
Dean's Office Reception
Primary source of visitor management within the dean's suite. Responsible for screening visitors and triaging their needs to ensure that appropriate access is provided. Responsible for facilities management duties to include oversight of all building requests, repairs, and office moves. Oversee office equipment and supplies, and maintaining inventory of the office, supply closets and program supplies. Serve as liaison with outside offices, such as Events Management, Facilities, Housekeeping, and Media Technology Services. Facilitate office communication with Faculty, Staff, and Alumni and manage CSON Listserv. Manage swipe access through campus groups. Supervise work study students.
Search Committee Coordination
Primary staff interface for all search candidate. Coordinate travel arrangements, all dining reservations related to candidate interviews. Arrange all room reservations to facilitate interview process. Arrange all required food deliveries. Provide interview packets with all itinerary details. Ensure candidate is provided with a chaperone for all transition periods throughout the visit.
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