Administrative Assistant to the Dean’s Office

Summary

The Administrative Assistant to the Dean’s Office is the vibrant hub of the School’s daily operations; keeping the office and building running smoothly, the Dean informed and organized, and the entire academic community of over 40 faculty and staff connected. In this role, you’ll coordinate key communications, manage fast-moving schedules, support exciting academic initiatives, and serve as a welcoming first point of contact for students, faculty, and partners. If you thrive in a dynamic environment, love bringing order to complexity, and enjoy being at the center of meaningful work that shapes the university experience, this role puts you right where the action is.

You will work in the Office of the Dean of the School of Arts, Science and Education (SASE) and serve both SASE and the Center for Doctoral Studies and Research (CDSR).

Responsibilities

First Contact for the SASE Dean’s Office

• Helpfully answer or redirect phone calls and emails.
• Supportively aid students, faculty, and staff.
• Attentively review and update the website.

Administrative Support for the SASE Dean’s Office and CDSR

• Professionally write correspondence, reports, and special publications for the School and CDSR.
• Regularly compile operational and accreditation reports to assist the dean, department chairs, program directors with assessment and planning.
• Attentively assist academic leaders in SASE and CDSR with academic event planning and logistics.
• Proactively and routinely work with Director of CDSR to review cafe and office supply levels for the center.
• Helpfully assist the Dean of SASE and Director of CDSR with other projects as assigned.

Attend to needs of the SASE Building

• Quickly communicate the facilities and maintenance needs and requests of the SASE building occupants.
• Proactively stock and organize office supplies in the mailroom and keep copy machines stocked with paper.
• Routinely receive, sort, and distribute mail and packages for SASE faculty and staff.

Supervise Student Employees

• Carefully assign tasks and monitor working hours.
• Thoughtfully coordinate the hiring process for student employees.
• Supportively train new student employees.

Purchasing and Budget Tracking

• Accurately enter purchase requests from department chairs, program directors, and others in SASE and CDSR.
• Carefully track expenditures by departments and programs and generate monthly reports.
• Strategically assist department chairs, program directors, and others in SASE and CDSR with budget planning.

Physical & Environmental

• Mental/Visual Demand and Physical Effort
• For normal office environment must be able to lift 25 lbs from floor level.
• Must be able to lift and maneuver normal size full file box for archival purposes.
• Must be able to occasional bend, twist, and stoop.
• Frequent typing of computer keyboard.

Qualifications

Education

• Some College is required.
• A bachelor’s degree is preferred.

Skills & Abilities

• Strong written and verbal communication skills for representing the school internally and externally.
• Strong organizational and project management skills with attention to detail.
• Experience with Microsoft Office applications and able to learn new software quickly.
• Experience generating purchase requests and following budgets.

The ideal candidate is

• Deeply committed to student success and the Mission of D’Youville University.
• Welcoming and focused on finding ways to assist to students, staff, faculty, and visitors.
• Thoroughly organized, self-directed, and able to prioritize tasks.
• Quickly able to regroup and return to a task after an interruption.

Work Remotely – No

Work Location: Buffalo, NY

Job Type: Part-Time, Non-Exempt

Pay: $26,000-$28,080 Annually

Additional Salary Information
The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.