Executive Assistant to the Dean

State of South Carolina; Rock Hill (SC); On-site; USD 45,000 - 65,000; Full time

Job summary

Winthrop University seeks an Executive Assistant to provide high-level administrative and operational support to the Dean, Associate Dean and Office of Student Services. The role coordinates calendars, meetings, travel and communications, and serves as a liaison with external partners, alumni and academic reviewers.

Responsibilities include preparing reports and briefing materials, developing training for department staff and maintaining complex data systems and records to ensure efficient

Qualifications

• Bachelor’s degree required with at least 1 year of senior-level administrative support experience.
• Proficiency with Microsoft Office 365.
• Robust understanding of office management policies and best practices.
• Strong organizational and time-management skills with the ability to meet deadlines.
• Excellent written and oral communication and ability to draft reports for distribution.
• Ability to handle confidential information with discretion.
• Strong interpersonal and customer service skills and ability to work with faculty, staff, students and the public.

Responsibilities

• Establishes and maintains administrative procedures and workflows.
• Coordinates Dean’s calendar and meetings with community partners.
• Prepares briefing materials, agendas, reports and meeting minutes.
• Coordinates internal communications across academic departments.
• Manages external partnerships, alumni and donors.
• Plans campus-wide events and coordinates travel, lodging and accommodations.
• Supports recruitment initiatives and prospective student engagement.

Skills

Microsoft Office 365

Administrative support

Oral & written communication

Time management

Interpersonal skills

Confidentiality

Education

Bachelor’s degree

Tools

Ellucian Banner

Job description

Reporting to the Dean of the College of Arts & Sciences, the Executive Assistant provides high-level administrative, operational and strategic support to the Dean, Associate Dean and Office of Student Services. This position serves as a liaison with external partners, alumni, donors and academic reviewers while coordinating executive operations, communications, event planning and daily college activities. Responsibilities include developing and managing written and digital communications, preparing reports and materials, facilitating training for departmental administrative staff and maintaining complex data systems and institutional records.

Executive Operations & Administrative Leadership

• Establishes, documents and maintains administrative procedures and workflows.
• Serves as liaison between the Dean’s Office and faculty, staff, students, external partners and university offices.
• Coordinates and manages the Dean’s calendar and organizes meetings with community partners.
• Prepares meeting agendas, polished and professional briefing materials and reports, and meeting minutes.
• Coordinates internal communications across 12 academic departments.

External Partnership Management, Unit Reporting & Operational Support

• Serves as the office’s primary manager for community partnerships, alumni, donors and academic reviewers.
• Maintains professional relationships and manages engagements with external partners, which includes building invitations, identifying potential partners and maintaining relationships between the Dean’s Office and partner companies.
• Prepares various reports for community partners, accreditation visits and academic program reviews.
• Establishes training resources for department-level administrative assistants and faculty and leads workshops/training sessions.
• Maintains faculty assembly records and committee assignments and works with the Administrative Data Coordinator to support faculty meetings.
• Monitors operational workflows and ensures accuracy of departmental records.

Events and Engagement

• Publishes frequent postings to digital media platforms and serves as secondary web manager.
• Plans an array of campus-wide events, including an annual community forum, interdisciplinary conference, Dean’s Council meetings, workshops and seminars, industry advisory meetings, recruitment and retention events, alumni events, etc.
• Coordinates travel, lodging, itineraries, parking and hospitality (including gifts) for candidates and visitors.
• Participates in recruitment initiatives and prospective student engagement activities.
• Coordinates building tours and campus visit experiences.
• Plans and supports faculty development training sessions.

Travel & Procurement

• Manages/coordinates travel arrangements and conference logistics for the Dean’s Office and the Student Services team.
• Prepares travel authorizations and reimbursement documentation with attention to registration deadlines and expense submissions.
• Manages and leads purchasing and procurement processes for college-wide events, new faculty hires, unit functions, and academic accreditation and program reviews.

Scholarships

• Leads the college’s scholarship application process, ensuring students are aware of the opportunities.
• Creates digital communications for the college’s scholarship recipients and updates the scholarship and general recruitment websites.

Facilities

• Conducts visual facilities checks, submits work orders for maintenance and repairs, and follows up as needed.
• Works with the Dean and Associate Vice President for Facilities to prioritize projects and upgrades in Kinard Hall and serves as a reliable support for instructional faculty.

• Bachelor’s degree and at least one year of experience providing senior-level/advanced administrative support. (An equivalent combination of education and experience may be considered.)
• Proficiency with Microsoft Office 365.
• Robust understanding of office management policies, procedures and best practices.
• Effective organizational and time management skills and the ability to meet deadlines while juggling competing priorities.
• Effective oral and written communication skills and the ability to draft reports and other communications for distribution.
• Ability to handle confidential information with discretion.
• Good interpersonal and customer service skills and the ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
• Ability to leverage technology to efficiently perform position duties.

• Experience with Ellucian Banner software.
• Experience coordinating events.
• Experience promoting academic programs using digital media.
• Experience managing complex academic operations comprising multiple departments at an institution of higher education.

Travel/Overtime Requirements: Evening and weekend hours may be required to support specific events.

Telecommuting: Employees are not eligible for telecommuting/remote work during their 12-month probationary period. After that time, certain positions may be eligible for telecommuting/remote work at the discretion of the supervisor and in accordance with Winthrop policies.