Assistant to the Dean

Agupdate

Baltimore, Northern (MD, KY)

Hybrid

USD 72,000 - 86,000

Full time

9 days ago

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Job summary

The Clara I. Adams Honors College seeks an organized Assistant to the Dean to provide executive support and coordinate initiatives, reporting directly to the Dean. The role requires discretion, strong communication, and proactive engagement with campus partners.

Responsibilities include managing the Dean's calendar, preparing briefings, drafting correspondence, and supporting budgeting, programming, and strategic projects within the Honors College.

Qualifications

Bachelor's degree required.
Five years of progressively responsible experience in higher education administration or related field.
Experience managing executive calendars and coordinating high-level meetings.
Excellent written communication and editing skills.

Responsibilities

Manage the Dean's complex calendar and daily workflow.
Coordinate meetings, agendas, briefing materials, and documentation.
Prepare background materials for meetings and university initiatives.
Draft professional correspondence and reports for the Dean.
Monitor confidential information with discretion and professionalism.

Skills

Organizational skills

Project management

Analytical skills

Communication skills

Discretion/Professional judgment

Education

Bachelor's degree

Master's degree preferred

Tools

Microsoft Office Suite

Google Workspace

Job description

Posting Details

Posting Summary

Job Title

Assistant to the Dean

Division

Divison of Academic Affairs

Department

Department of Honors College

Work Status

Full Time

Position Category

Staff

FLSA

Exempt

Pay Range

Exempt

Salary Range

$72,000 - $86,000 / year

Fund Source

State Support

The Clara I. Adams Honors College seeks a highly organized, detail-oriented, and proactive professional to serve as the Assistant to the Dean. Reporting directly to the Dean, the Assistant to the Dean serves as the Dean's primary administrative and operational support while assisting in the coordination of initiatives that advance the mission and strategic priorities of the Clara I. Adams Honors College.

This position requires exceptional organizational, analytical, research, and communication skills, as well as the ability to manage multiple high-level priorities simultaneously. The successful candidate must exercise sound judgment, maintain confidentiality, anticipate needs, and demonstrate professionalism when working with university leadership, faculty, staff, students, external partners, and community stakeholders.

The Assistant to the Dean functions as a key member of the Honors College leadership team and plays an integral role in the planning, implementation, and assessment of programming, student initiatives, strategic projects, and administrative operations.

Job Duties

Executive Support

Manage the Dean's complex calendar, scheduling priorities, and daily workflow.
Coordinate meetings, prepare agendas, briefing materials, and supporting documentation.
Conduct research and prepare background materials to ensure the Dean is fully informed and prepared for meetings, presentations, conferences, and university initiatives.
Attend meetings with or on behalf of the Dean as appropriate, prepare meeting minutes, document action items, and monitor follow-up activities.
Draft professional correspondence, reports, presentations, memoranda, and other official documents on behalf of the Dean.
Exercise discretion and maintain confidentiality when handling sensitive and confidential information.

Administrative and Operational Management

Maintain organized records, databases, spreadsheets, and confidential files.
Develop, monitor, and maintain tracking systems used to support Honors College operations, student success initiatives, and scholarship administration.
Assist with budget management, financial tracking, purchasing, contractual services, and reconciliation of departmental accounts.
Prepare institutional reports, including Title III reports, annual assessments, program evaluations, and other reports required by University leadership.
Ensure the timely completion of administrative projects and departmental priorities.

Research and Strategic Initiatives

Conduct research related to nationally competitive scholarships, fellowships, internships, leadership programs, conferences, study abroad opportunities, and other high-impact educational experiences.
Research emerging best practices, strategic initiatives, and partnership opportunities that align with the mission and goals of the Honors College.
Assist the Dean with strategic planning initiatives, special projects, and institutional priorities.
Compile, organize, and analyze data to support decision-making, program assessment, and institutional reporting.

Student Success and Program Coordination

Assist in coordinating Honors College programming, leadership initiatives, and student engagement activities.
Support the administration of programs such as the President's Leadership Circle, Strada Scholarship, leadership development initiatives, and other special projects.
Coordinate logistics for meetings, conferences, travel, workshops, campus events, and external educational experiences.
Assist with the review and selection processes for Honors College admission.
Serve as Teaching Assistant for the Honors College first-year seminar by managing attendance, grading, course communication, and student support.

Campus and External Collaboration

Serve as a liaison between the Honors College and university departments, including Financial Aid, Residence Life and Housing, the Bursar's Office, Academic Affairs, Student Affairs, and other campus partners.
Coordinate communications with external organizations, community partners, vendors, guest speakers, and conference representatives.
Foster collaborative relationships that support student success and the strategic priorities of the Honors College.

Communication and Project Management

Manage multiple projects simultaneously while ensuring deadlines and departmental priorities are met.
Assist with planning Honors College events, orientations, leadership programs, conferences, and student engagement initiatives.
Support departmental communications, marketing initiatives, and special projects as assigned.
Develop systems and processes that improve operational efficiency and enhance the student experience.
Provide administrative and operational support to the Honors College team during major events, programming initiatives, and other college-wide activities.

Requested Minimum Qualifications

Education: A Bachelor's Degree from an accredited college or university is required.

Experience: Five years of progressively responsible experience in higher education administration, executive support, project management, or a related field. Experience managing complex executive calendars and coordinating high-level meetings.

Other Preferences for Consideration

A Master's Degree is preferred.

Knowledge, Skills & Abilities

The ideal candidate will demonstrate:

Exceptional organizational and project management skills.
Strong analytical, research, and problem-solving abilities.
Excellent written communication and editing skills.
Professional judgment, discretion, and initiative.
Outstanding interpersonal and relationship-building skills.
The ability to anticipate needs and proactively address challenges.
Flexibility and adaptability in a fast-paced, deadline-driven environment.
Exceptional written, verbal, and interpersonal communication skills.
Demonstrated ability to conduct research, analyze information, and prepare professional reports and correspondence.
Strong organizational skills with exceptional attention to detail.
Ability to prioritize multiple competing responsibilities while consistently meeting deadlines.
Advanced proficiency with Microsoft Office Suite and Google Workspace.
Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with professionalism.
Ability to work independently while collaborating effectively across multiple departments and stakeholders.