Dean's Office Administrative & Events Lead

Quinnipiac University; Hamden (CT); On-site; USD 48,000 - 72,000; Full time

Benefits offered by this job

Excellent benefits

Tuition remission

Professional growth opportunities

Job summary

Quinnipiac University invites applications for the Dean's Administrative Assistant in the College of Arts & Sciences. This role coordinates operations for the Dean's Office, supporting administrative tasks and helping implement the college's academic and strategic initiatives, with opportunities to organize events and contribute to the campus community.

The College emphasizes inclusive teaching and collaboration, offering excellent benefits, tuition remission, and professional growth.

Qualifications

• Proven administrative support experience, preferably in higher education.
• Strong organizational skills to manage calendars, events, and deadlines.
• Excellent written and verbal communication; proofreading and formal correspondence.
• Ability to handle confidential information with discretion.
• Experience with budget administration and financial recordkeeping.
• Proficiency with Microsoft Office and database systems.
• Experience planning meetings, events, travel logistics.
• Ability to collaborate with faculty, staff, students, parents, alumni, and external partners.
• Experience supporting social media or newsletters is preferred.

Responsibilities

• Maintain the efficient operation of the Dean’s Office.
• Manage the professional communications that are part of the Dean’s Office function including phone calls, incoming mail/email, routine correspondence, memos, minutes, reports, grants, forms, etc. Edit for accuracy, format, punctuation and construction. Maintain the confidentiality of issues that are presented to the Dean’s office.
• Provide direct administrative support to the Dean, including calendar management, meeting coordination, preparation of materials, and handling confidential communications.
• Coordinate communication for the College: post content on social media and monitor the college’s social media presence; coordinate content and production for brochures promoting the college; organize a college-specific digital newsletter for alumni/friends of the college.
• Assist the Dean in overseeing and monitoring the budget, including reporting, reconciling expenditures and maintaining appropriate financial files. Process on-line requisitions, verifying availability of funds, verifying invoices and reconciling accounts.
• Organize and maintain appropriate professional files related to faculty, staff and students.
• Curate digital filing systems.
• Coordinate and maintain records for events and meetings, including Open Houses, Admitted Students Days, Orientation, etc.
• Provide administrative support for full-time faculty-related processes, including onboarding, meetings, and related documentation.
• Coordinate administrative processes and communications among college administrative staff, including scheduling, shared workflows, and related coordination.
• Maintain and coordinate the Dean’s calendar and the college calendar with the Executive Committee to schedule faculty meetings, chair meetings, and other activities appropriate to the office.
• Interact/correspond with faculty, parents, students, and visitors; answer questions within scope of authority & knowledge.
• Utilize university software to retrieve and maintain information.
• Coordinate or assist with conferences, meetings, and travel logistics, including scheduling, materials, facilities, and related arrangements.
• Process travel expense reimbursements and assist with coordination of accreditation visits and related event logistics.
• Order office and event supplies as needed; assist in arrangements for food, speakers and supplies.
• Provide cross-functional administrative support and backup coverage, as needed.
• Other clerical duties as assigned.

Skills

Administrative support

Calendar management

Budget management

Communication skills

Travel logistics

Social media/communications support

Office software

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Quinnipiac University invites applications for the Dean's Administrative Assistant in the College of Arts & Sciences. This role coordinates operations for the Dean's Office, supporting administrative tasks and helping implement the college's academic and strategic initiatives, with opportunities to organize events and contribute to the campus community.

The College emphasizes inclusive teaching and collaboration, offering excellent benefits, tuition remission, and professional growth.