Administrative Assistant, Dean of Students

Wake Forest University; Winston-Salem (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

Wake Forest University is seeking an Administrative Assistant to support the Office of the Dean of Students. The role includes coordinating administrative functions, scheduling, event planning, and acting as the front-line contact for guests and partners.

This is a regular 10-month staff position from August 1 through May 31. Requires strong professionalism, discretion, and calendar management skills, with proficiency in Microsoft Office.

Qualifications

• High school diploma or equivalent is required.
• Demonstrated professionalism, integrity and dependability.
• Ability to work independently with minimal supervision.
• Maintain confidentiality and exercise discretion with sensitive information.
• Effective and compassionate written and verbal communication skills.
• Strong calendar management and meeting coordination abilities.
• Proficiency with Microsoft Office and ability to create documents, reports, and presentations.

Responsibilities

• Support daily office operations and coordinating administrative functions.
• Serve as initial contact for the department and maintain a welcoming environment.
• Coordinate scheduling, case management-related tasks, and communications routing.
• Assist with basic needs support coordination and office transactions.
• Provide calendar support to Dean and Associate Deans and handle meeting logistics.
• Support committee and meeting materials preparation and pre-distribution.
• Assist with P-card reconciliation and expense report processing.
• Organize logistics for meetings, presentations and projects.

Skills

Professional communication

Confidentiality

Independent work

Diplomacy and judgment

Calendar management

Organizational skills

Education

High school diploma or equivalent

Associate degree +3 years office management experience

Tools

Microsoft Office Suite

Maxient

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.

Additional Job Description

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].