Assistant to the Dean, Liberal Arts

Wake Technical Community College; Raleigh (NC); On-site; USD 45,000 - 65,000; Full time

Job summary

Wake Technical Community College in Raleigh, NC seeks an experienced administrator to support the division dean, faculty, staff, students, and the public. The role handles email/mail, payroll, budgeting, scheduling, and records management while guiding staff and work-study students.

The position requires an associate degree and at least five years in an office setting, with strong MS Office skills and a focus on accuracy and confidentiality. Travel between campuses is expected.

Qualifications

• Associate degree is required.
• Minimum five years of office experience.
• Excellent written and oral communication skills.
• Strong customer service and interpersonal abilities.
• Ability to work accurately in a fast-paced environment.
• Ability to maintain confidentiality of student and faculty records.
• Proficiency with Word, Excel, and Access.

Responsibilities

• Provide administrative support to the division dean, faculty, staff, public and students.
• Manage budget, payroll, travel, procurement, and purchasing processes.
• Prepare contracts, amendments, and monthly payroll information; coordinate with HR.
• Maintain division records, curriculum data, faculty/staff directory and catalog information.
• Prepare meeting agendas and distribute minutes; organize events as needed.
• Update the division website and coordinate office moves.
• Assist with program planning and transfer partnerships.
• Communicate with Security and Facilities on emergencies and maintenance.

Skills

Communication

Customer service

Attention to detail

Record keeping

Confidentiality

MS Office

Travel between campuses

Education

Associate degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

This position provides support for the division dean, faculty, staff, public, students and other areas of the college. Support includes but is not limited to email and mail correspondence, staff training, adjunct payroll, travel, and budgeting.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

• Maintains Liberal Arts Division records and reporting, including all curriculum data, faculty/staff directory, faculty qualifications, professional development, advisory committee members, and CCL pre/co-requisites
• Responds to email and answers the phone, dispenses appropriate information, refers and screens calls when appropriate
• Takes initiatives to solve problems, division issues, and campus issues to assist the Dean
• Trains and manages workload and workflow for secretarial positions and work-study students
• Manages acquisitions, interprets financial reports, and applies data to maintain budget balances
• Prepares part‑time contracts, contract amendments, and monthly payroll information; coordinates with accounting office for payroll issues
• Acts as liaison between Dean, faculty, and other areas of the college
• Processes and manages purchase orders and e‑procurement requisitions
• Promotes university partnerships and attends university transfer meetings with current and prospective articulation partners.
• Manages and maintains university partnership agreements, updates transfer course lists and assist with training of faculty and others within the college.
• Collects and reports data on university program success and transfer partnerships.
• Routinely processes forms (travel, expenditure authorizations, etc.), and maintains an inventory of selected institutional forms
• Prepares and maintains instructor composite schedule
• Verifies all documents requiring the Dean 's signature for accuracy and completeness
• Prepares correspondence and/or information of a routine nature without instructions
• Orders office supplies and forms as needed; reviews and updates supplies inventory levels
• Prepares full‑time temp request forms and non‑instructional worksheets for HR to generate contracts; audits time sheets for accuracy for submission to HR
• Manages the process of adding/updating programs of study, curriculum data sheets, and catalog information
• Tracks, maintains, and reports all data for programs
• Prepares meeting agendas and prepares and distributes minutes
• Manages complex records and information systems, ensuring accurate organization, secure maintenance, and efficient retrieval of digital and physical documents.
• Delivers and picks up divisional mail from mail room; screens, prioritizes and processes mail
• Arranges for routine maintenance and repair of office equipment as necessary
• Manages assignment of resources (keys, computers, furniture, supplies) for division faculty and staff
• Updates and maintains division web site
• Coordinates all office moves
• Assists with the organization, planning, and execution of program events, and event planning for department functions for the service area
• Communicates with Security on any campus emergencies and with facilities on maintenance issues
• Participates in appropriate professional development activities

Knowledge, Skills & Abilities

• Excellent written and oral communication skills
• Excellent customer service skills and interpersonal skills
• Ability to work with a high degree of accuracy in a fast-paced office environment
• Ability to maintain records accurately and be able to meet deadlines consistently
• Ability to maintain confidentiality and take measures to secure student and faculty records
• Intermediate to advanced knowledge of Microsoft Office including Word, Excel, and Access
• Ability to travel between campuses

Requirements

• Associate degree
• Five years of experience in an office environment

Preferences

• Experience in a Community College or other postsecondary setting
• Five years of experience supporting community college administration