Senior Administrative Assistant to Associate Dean

Position Summary:

Are you interested in a career opportunity that offers tuition assistance for yourself and dependents, great benefits package, stable campus environment, and more? UD College of Arts & Sciences invites qualified applicants to apply for our Senior Administrative Assistant to the Associate Dean!

Provide administrative support to the Associate Deans in the College of Arts & Sciences. Coordinate the hiring process for new lecturers and tenure-track faculty, enter information for hiring approvals in approved university system, alert the associate dean and director of budget and operations when new requests are entered by departments and programs; track approvals, denials, and holds for faculty positions; manage logistics for meetings and events, taking into account dietary restrictions and special needs; initiate payment requests, travel/expense forms, and confidential materials. Create and format Excel spreadsheets, Word documents, and Google forms; coordinate and schedule meetings and events that support faculty development (new faculty); Process and track PPFs for grants.

Minimum Qualifications:

High School Diploma;
Three or more years of full-time administrative support experience in a professional office setting;
Experience using Microsoft Word in a professional setting to prepare documents, reports, and correspondence;
Experience using Microsoft Excel in a professional setting to create and maintain spreadsheets to track expenses, projects, and other data;
Articulated ability to manage multiple priorities;
Articulated ability to work independently with little to no supervision;
Experience following established procedures and processes;
Experience drafting documents independently and proof-read documents for errors;
Ability to protect and maintain confidentiality of information;
Excellent written communication skills

Preferred Qualifications:

While not everyone may possess all of the preferred qualifications, the ideal candidate will bring many of the following:

Associate’s degree
Demonstrated successful experience with making travel reservations (flights, hotel, car rentals), and hospitality/catering arrangements;
Experience working in a college or university academic office;
Successful experience creating and maintaining and analyzing detailed records and data sheets to schedule events, such as faculty appointments, faculty hiring and faculty grants;
Expressed willingness to engage with Marianist educational values that build community across diversity, promote inclusive excellence, and contribute to the common good;
Successful experience using more advanced MS Office tools such as mail merge and pivot tables.
Demonstrated ability to engage effectively and respectfully with multiple constituents, including faculty, staff, students, parents, and university guests;
Professional experience with conference and/or event planning;
Resourcefulness in solving work-related problems;
Demonstrated ability to work successfully as a team member;
Successful experience protecting and maintaining confidentiality of information;
Successful experience planning and organizing work in observance of deadlines;
Successful experience learning and adapting to new information and systems.
Experience with sabbatical applications and procedures;
Experience with procedures for department chair elections and re-appointments;
Experience organizing and delegating work to student workers;
Familiarity with University of Dayton academic structures, procedures, and policies;
Experience with an electronic procurement system for purchase orders and payment requests
Effective interpersonal skills
Experience with Gmail and Google Workspace systems
Proficiency with Banner and Cognos IT systems;
Knowledge of and sensitivity to Catholic and Marianist values of the University of Dayton.

Special Instructions to Applicants:

To apply please submit a cover letter addressing each minimum qualification and any applicable preferred qualifications that you meet.

A federal court on December 7, 2021, issued a ruling that suspends the COVID-19 vaccine requirement that applies to federal contractors nationwide. With this development, the University will pause any enforcement action against employees who have not complied with the requirement to be fully vaccinated by Dec. 8, 2021 or to have requested an exemption to maintain their employment status.

The University will continue to monitor the state of the pandemic on campus and in the community as well as developments in federal and state requirements, and also will continue to regularly consult with public health officials and our medical panel. As has been the case throughout the pandemic, our protocols and requirements are subject to change depending on conditions on campus or in our community, and government requirements.

Closing Statement:

Informed by its Catholic and Marianist mission, the University is committed to the principles of diversity, equity, and inclusion. Informed by this commitment, we seek to increase diversity, achieve equitable outcomes, and model inclusion across our campus community. As an Affirmative Action and Equal Opportunity Employer, we will not discriminate against minorities, women, protected veterans, individuals with disabilities, or on the basis of race, color, national origin, religion, sex, sexual orientation or gender identity.