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Administrative Assistant to the Dean

Embry-Riddle Aeronautical University
Arizona, United States
Salary Not Specified
Start date
Jul 30, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Alumni Affairs, Deans
Employment Level
Employment Type
Full Time
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Job Description

Embry-Riddle Aeronautical University’s Prescott, Arizona campus is hiring an Administrative Assistant to the Dean of the College of Arts and Sciences. Embry-Riddle's Prescott Campus is respected worldwide for cutting-edge instruction and training for tomorrow’s aviation, aerospace, security and intelligence leaders. Prescott is a mile-high city and its climate reflects seasonable weather excellent for flying. Daytime averages are 80°F in the summer and 45°F in the winter. At 5,000 ft. above sea level, it boasts a mild climate, clean air, pristine wilderness areas, and nearby national forests. The university is a small, private, residential university in the mountains of Arizona with approximately 3,500 students. Staff/faculty/student interaction is highly valued and is a central theme of our campus. It is located 100 miles north of Phoenix and 120 miles south of the Grand Canyon.

The Assistant to the Dean works with the Dean to assist with multi-varied administrative and clerical duties of the office, and other necessary tasks associated with the daily operation of the College. Like all positions throughout the College, the Assistant to the Dean supports and is an important component of the cohesive team of students, faculty and staff serving the educational and research mission of the College.

Reporting directly to the Dean, the Assistant to the Dean is a primary representative of the Dean who supports the cohesiveness of the faculty, students, and the staff, thinking proactively, identifying and prioritizing, and addressing the needs on an ongoing basis.

Job Duties:

  • Manages and maintains Dean’s schedule, including scheduling travel and conferences, making appointments, and making changes to appointments. Acts proactively, meets deadlines, and communicates effectively. Facilitates internal communication, i.e., agendas, newsletter, calendar invites, presentations. Handles all Travel Requests for the Dean, processes Travel Authorization forms, makes travel arrangements via Axiom, Odyssey Travel Services, online, or via telephone for Dean, and Dept. Chairs when time allows.

  • Provides high-quality administrative and clerical assistance to the Dean and Dept. Chairs (as time allows) in a timely and professional manner. Handles all conventional correspondence, travel, schedules, and administrative and financial support activities. Maintains confidentiality and discretion regarding College business and files. Attends College Leadership Team meetings, takes, prepares and electronically files meeting minutes. Arranges lodging for visitors and interviewing candidates. Processes post-travel and non-travel expense reports. Requests and files post-travel trip reports. Works with College leadership team in fulfilling College goals and College activities.

  • Provides Budget Management support, prepares monthly reports for analysis and review with the Dean. Examination of budget and ongoing review of spending, annual allocation of funds, budget transfers, journal entry changes.

  • General office duties: Maintenance of all office equipment includes ensuring all are in good, clean, working condition, using ability to troubleshoot malfunctions of equipment, including copiers, printers, fax machine, and breakroom appliances). Office supplies responsibility includes anticipating office needs and evaluating new office products. Also maintain inventory of office supplies, equipment, toner, paper, Scantron forms, etc. Open, sort, and distribute correspondence, including email, faxes, interoffice mail, postal mail, and packages. Responsibility to the building includes submitting work orders for janitorial, HVAC, plumbing, etc.

  • Supervises support staff/student workers. Hires, Supervises, Mentors, Trains, and Terminates student office assistants. Training includes office equipment, policies/procedures, IT access, expectations.

  • Planning and Organizing College events requiring scheduling, catering requests, facilities setup/teardown, printing, event approval forms, etc.).

  • Ensures Book Adoptions are turned in by faculty in a timely manner.

  • Processes Term Honors report from Records Office, and creates and mails Dean’s List & Honor Roll Certificates.

  • Maintains database of all employees of the College.

  • Point of contact with faculty, visitors, students, parents. Exercises discretion and confidentiality with sensitive information. Ensures compliance with university regulations and fiscal propriety. Abides by FERPA. Refers to APPM administrative policies & procedures to ensure compliance.

  • Other duties as assigned.

ERAU benefits include:

  • Retirement Plan - ERAU offers immediate vesting and provides a 6% gift and will match up to 3.5% of employee contributions

  • Two BC/BS health plans – PPO and high deductible plan with a health savings account

  • Tuition waivers for employees, spouses, and dependent children

  • Use of various campus services: fitness center, library, mail room and enjoy observation flights

  • High school (or GED) level ability in spelling, grammar, basic composition, and math.

  • 8+ years’ experience as an executive assistant, personal assistant or similar role.

Required skills, knowledge, abilities:

  • Excellent MS Office knowledge.

  • Outstanding organizational and time management skills.

  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).

  • Excellent verbal and written communications skills.

  • Discretion and confidentiality.

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