Business & Government Administrative Assistant to the Dean

Job Summary

Under general supervision, the Business & Government Administrative Assistant to the Dean provides comprehensive administrative, financial, and supervisory support to ensure the efficient operation of the department. This role involves coordinating office activities, managing budgets, supervising staff, and supporting departmental goals through a variety of tasks and projects.

Primary Responsibilities

Perform Office Administrative Duties (50%)

• Arrange logistics for events, meetings, and travel, including scheduling, reservations, and accommodations.
• Compose, edit, and distribute correspondence, memos, and reports.
• Manage incoming mail and screen telephone calls, directing them as appropriate.
• Create and maintain databases, websites, spreadsheets, tables, graphs, and PowerPoint presentations.
• Prepare purchase requisitions and maintain accurate procurement records.
• Coordinate and monitor maintenance of office equipment and furniture to ensure functionality and availability.
• Prepare and attend meetings for the Business & Government Department by assisting with agenda preparation, taking minutes, and other related details as directed by the Business & Government Dean.

Prepare and Monitor Budget (25%)

• Assist in the preparation and management of the department’s budget, ensuring alignment with university guidelines.
• Monitor all budget and grant expenditures to ensure compliance and accuracy.
• Allocate funds and track spending within approved limits.
• Develop and maintain a detailed bookkeeping system for financial tracking.
• Prepare financial and administrative reports for department leadership.

Maintain and Supervise Employee Timesheets (15%)

• Ensure accurate and timely submission of employee timesheets.
• Review and approve timesheets in compliance with university policies.

Special Projects and Miscellaneous Duties (10%)

• Coordinate special projects and initiatives as requested by department leadership.
• Maintain confidential files and records with a high degree of discretion.
• Perform other duties as assigned to support the department’s goals and operations.

Minimum Qualification and Experience Requirements

• High school diploma required; associate or bachelor’s degree preferred.
• 2+ years in an administrative or office support role, with experience in budgeting and supervision preferred.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database management.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently, prioritize tasks, and meet deadlines.

Benefits

• 401(k) matching
• Tuition benefits for employee and qualified dependents
• Medical and Dental
• Short- and Long-term disability benefits
• Paid parental and maternity leave