Administrative Assistant, Dean of Students

Wake Forest University Pre-College Programs; United States; On-site; USD 34,000 - 42,000; Full time

Job summary

Wake Forest University Pre-College Programs seeks an Administrative Assistant to support the Office of the Dean of Students. You will manage daily operations, coordinate calendars, assist with events, and serve as a courteous point of contact for students, families, and staff.

The role emphasizes confidentiality, independent work, and professional communication in a fast-paced environment. This is a 10-month staff position with August thru May schedule and a December deadline for applications.

Qualifications

• High school diploma or equivalent required.
• Associates degree plus relevant experience preferred.
• Demonstrated ability to maintain confidentiality and exercise discretion.

Responsibilities

• Supports daily operations of the office, coordinating supplies, purchases, and equipment.
• Serves as first point of contact for guests and department, ensuring a welcoming environment.
• Manages calendars and coordinates meetings and events for the Dean of Students suite.

Skills

Discretion and confidentiality

Strong communication skills

Independent work

Calendar management

Professionalism

Education

High school diploma or equivalent

Associates degree in related field

Tools

Microsoft Office Suite

Job description

Job Description Summary

Under minimal supervision and working independently, the Administrative Assistant supports office operations for the Office of the Dean of Students. The Administrative Assistant performs a variety of duties including coordination of administrative functions, scheduling, special projects, event planning, and calendar coordination, and serves as a point of contact to guests and partners.

This is a regular, 10-month staff position with an annual work schedule from August 1 through May 31. All application materials must be submitted by December 13, 2026.

Job Description

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Essential Functions

• Supports daily operations of the office, including opening and closing, coordination with student office assistants, and infrastructure (supplies, purchasing, computer networks and equipment, copier, phones and voicemail, office calendars, etc.) to ensure that the department is running efficiently.
• Serves as the initial point of contact for the department. Creates a welcoming and inclusive environment where students, parents, faculty/staff, and other visitors feel comfortable.
• Welcomes guests in the waiting area while ensuring privacy when communicating sensitive information. Responds to initial questions, concerns and requests on the Office’s behalf.
• Escalates urgent issues to be handled by appropriate staff. Ensures timely flow of information to and from the Office of the Dean of Students.
• Assists with operational aspects of Student Conduct and Case Management including, scheduling, case creation, electronic file management, preparation and distribution of physical and electronic communications, routing of communications to faculty, staff, students, and other constituents.
• At the direction of the 758-CARE Coordinator, assists with administrative functions for basic needs support, including food pantry inventory and supply purchasing, arranging for student appointments, and processing student financial requests.
• Provides, on an as needed basis, calendar support for the Dean of Students and Associate Deans of Students to make sure that identified priorities are addressed in a timely fashion.
• Handles all aspects of meeting coordination and scheduling.
• Provides, on an as needed basis, staff support for administrative committees and meetings.
• Ensures timely preparation and pre-distribution of materials.
• Provides support for P-card reconciliation, processing of expense reports, and reimbursements for department leadership.
• Assists with logistical and organization support for meetings, presentations, and projects.

Other Functions

• Monitors the facility to ensure it remains safe, secure, and well-maintained.
• Responsible for all materials, supplies, equipment usage and maintenance, operational functionality, and related activity for the department.
• Other duties as assigned in support of the work of the Office of the Dean of Students and Campus Life Division.

Required Education, Knowledge, Skills, Abilities

• High school diploma or equivalent.
• High degree of professionalism, integrity, and dependability.
• Ability to work independently and with minimal supervision.
• Demonstrated ability to maintain strict confidentiality of privileged information and ability to exercise discretion with sensitive issues, diplomacy and sound judgment: deal calmly and effectively with and/or regarding distressed students, families, and others.
• Ability to employ effective and compassionate communication skills, and project confidence and calmness in a fast-paced environment.
• Superior written and verbal communication skills, as well as the ability to present in a clear and compelling manner.
• Excellent calendar management skills, including the coordination of complex meetings.
• Accuracy and attention to detail.
• Ability to create an environment in which all members of the University community feel welcomed and supported when in the Dean of Students suite and when interacting with staff.
• Proficiency with various software including utilization of Microsoft Office Suite and experience in effectively creating documents, reports, organization charts and presentations.
• Ability to anticipate problems, critical issues, and opportunities as they arise and advise accordingly.
• Ability to organize workflow, prioritize work assignments, manage multiple tasks, coordinate activities and take initiative as needed.
• Ability to research and resolve office management problems and questions.
• Self-motivated and committed to continuous improvement.
• General knowledge of office management procedures, practices, and techniques.

Preferred Education, Knowledge, Skills, Abilities

• Associates degree plus three years of experience in office management or an equivalent combination of education and experience.
• Knowledge of state laws relating to illegal drugs and alcohol.
• Familiarity with Maxient software.

Accountabilities

• Works with minimal supervision.
• Work requires contact with school and University staff, vendors, students, parents, attorneys, law enforcement and general public.

Physical Requirements

Sedentary work. Typing, talking, hearing, repetitive motions. Close visual acuity. Communicates with others to exchange information.

Environmental Conditions

No adverse environmental conditions expected.

Time Type Requirement Full time

Note to Applicant: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor. In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [e-mail] or [phone].

About WFU

Wake Forest University, formed in 1834, has experienced decades of growth and innovation. WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs. The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty. It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount. Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust. The University is comprised of: the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus. Students at Wake Forest University enjoy a great deal of access to and interaction with world‑class faculty both in and out of the classroom setting with a student‑faculty ratio of 11:1. Wake Forest employs approximately 2,772 full and part‑time faculty and staff. Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen‑team Atlantic Coast Conference (ACC). Since its founding, the university has adopted the motto "pro humanitate," which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight‑dimensional well‑being for students, faculty and staff as evidenced in the Thrive initiative. Winston‑Salem, North Carolina Wake Forest is located in Winston‑Salem, North Carolina, a beautiful, mid‑sized city centrally located in the Piedmont‑Triad region of North Carolina. Winston‑Salem is a family‑friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene. Winston‑Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family. Winston‑Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town.