About Embry-Riddle Aeronautical University:
Embry-Riddle Aeronautical University is an independent, culturally
diverse institution providing quality education and research in
aviation, aerospace, engineering, and other related fields with
residential campuses located in Daytona Beach, Florida and
Prescott, Arizona. The University's Worldwide campus provides
educational opportunities online and at approximately 130 locations
throughout the United States, Asia, Europe, and Central/South
As the largest and most comprehensive aviation and
aerospace-focused university in the world, Embry-Riddle is a unique
institution. Over the past 90 years, the University has evolved
with industry to break new ground and produce top-level graduates
who serve the ever-changing needs of aviation and aerospace and
other STEM-related disciplines. Embry-Riddle offers programs in
seven primary fields of study including: Applied Science; Aviation;
Business; Computers and Technology; Engineering; Safety, Security,
and Intelligence; and Space.
For Academic Year 2021-22, there were over 11,100 undergraduate,
graduate, and doctoral students that attended the University's
residential campuses and approximately 20,195 students in total
enrolled with the University around the world.
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
The following are examples of typical 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,
Supervises support staff/student workers. Hires, Supervises,
Mentors, Trains, and Terminates student office assistants. Training
includes office equipment, policies/procedures, IT access,
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
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.
High school (or GED) level ability in spelling, grammar, basic
composition and math
Required minimum number of years work related
Preferred Knowledge, Skills & Abilities:
- Proven work experience as an Administrative Assistant, or
- Excellent supervisory, organizational, and training
- Excellent communication, presentation, analytical, and
- Skilled in organization and coordination of complex
- Word processing and technical expertise in: Microsoft Outlook,
Word, Excel, Publisher, OneDrive (Store and Access documents),
PowerPoint, SchedulER, WorkDay, Campus Solutions (Student
Information), Work Orders to organize meeting setup, office moves,
- Demonstrate commitment to cultural diversity and ability to
work with individuals or groups with diverse backgrounds.