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Administrative Assistant – Dean of the School of Art & Design, and Business - FT

Mount Mary University
Milwaukee, Wisconsin
Posted Date
Apr 21, 2023

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Position Summary:

This position will provide administrative and technical support to the Dean of the Schools of Arts & Design, and Business. Additionally, the role will be responsible for maintaining a harmonious flow of communications between academic departments and the Dean's office, while performing a wide variety of clerical and office management functions to ensure the efficient operation of the Schools. This person must be able to work independently on multiple projects and contribute to the realization of the University's mission.

Primary Responsibilities (but are not limited to the following):

  • Maintain a welcoming and supportive demeanor to aid faculty and students in a collaborative and collegial environment. This position requires diplomacy, proactive thinking, and calm action in assisting the Dean, Department Chairs, faculty, and students of the School using multiple communications media.
  • Coordinate and facilitate communications between the Dean's office and the departments that are part of the Schools and other Mount Mary departments and Schools.
  • Support academic departments as allocated by the Dean, in consultation with Department Chairs.
  • Process and manage the flow of all part-time faculty and over-load contracts. Facilitate effective communication with Human Resources, as well as part-time faculty.
  • Strong proficiency in Microsoft Office skills to generate the following: letters, memos, reports, spreadsheets, forms, labels, and other materials. Strong proficiency in all aspects of Microsoft Outlook for calendar management.
  • Strong proficiency in Jenzabar EX software skills to compile reports, complete queries, and process data entry, as needed.
  • Organize and maintain records and files; establish and maintain confidential office files.
  • Act as content manager for the website for the Schools under the direction of the Dean. Monitor school's pages on the MMU website and other social media to support Dean, Chairs and extend communications for the School.
  • Act as liaison to IT and Facilities to report, monitor and track facility improvements on workspaces and classroom needs of the Schools. This includes the creation of help desk and facilities online work orders as well as troubleshooting on behalf of faculty until the work order has been resolved.
  • Collect and deliver campus mail, process bulk mailings, and manage multiple mailing lists.
  • Manage and track school budget expenditures, reconcile expense reports, prepare check requests, and monitor budgets to ensure correct accounting debits and credits.
  • Support Dean and school faculty before, during, and after special events. This may include preparing invitations, announcements, certificates, display information, manage catering and space reservations, and complete any follow-up correspondence.
  • Prepare meeting agendas and maintain minutes for all school meetings. Maintain accurate and up-to-date records for the school.
  • Proactively seek opportunities to support Dean and Department Chairs in completing assignments such as bulletin updates, schedules, scholarships, grant writing, and other duties. Coordinate with administrative assistants for the office of the Vice President and other Deans. Coordinate and communicate with other administrative departments including Financial Aid, Admissions, and Registrar's Office.
  • Monitor and/or purchase additional or replacement supplies as needed or directed.
  • Support Dean, Chairs, and Graduate Program Directors in generating communications related to role in supporting Graduate programs and Graduate Council.
  • Support Dean and academic departments with industry relationship development and maintenance.
  • Perform other duties, responsibilities, or special projects as assigned.

Skills and Experience:

  • B.A. degree or equivalent is strongly preferred.
  • Three years experience as an administrative assistant with the ability to work with modest supervision and confidence to problem solve and communicate clearly.
  • Commitment to working as a team member and working with diverse constituencies.
  • Attention to detail.
  • Outstanding written and verbal communication skills.
  • Commitment to working as a team member and working with diverse constituencies.
  • Excellent interpersonal skills and ability to build relationships with other university departments and divisions.
  • Ability to maintain confidentiality.
  • Strong customer service orientation with a sincere desire to assist faculty and students.
  • Strong proficiency in Microsoft Office and ability to learn new software as needed, such as Adobe Pro and Jenzabar. Strong proficiency in all aspects of Outlook including managing calendars for Dean.
  • Available to work flexibly to coincide with faculty and student peak hours, special events etc.


  • To perform this job successfully, an individual must be able to perform each primary duties satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform primary functions.

Physical Demands:

  • May be required to lift up to 20 lbs.
  • Must reach, bend, stoop, lift
  • Must sit, walk or stand
  • Some repetitive motion may be required

Working Conditions:

  • Can be scheduled for up to 40 hours a week
  • Varying workflow; sometimes stressful with high workload times of the year
  • Complete work required within a limited space
  • Complete work required within a limited time

Mount Mary University encourages applications from all qualified candidates and is vitally committed to all aspects of diversity, equity, and inclusion. We welcome and encourage applications from qualified candidates and all will receive consideration for employment regardless of race, color, religion, sex, national origin, age, ethnicity, pregnancy, disability, genetic information, or any other groups protected by law. Mount Mary seeks to hire and retain personnel who will make a positive contribution to its mission, vision, and values.

For more information about diversity, equity, and inclusion at Mount Mary please visit

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.

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