JOB TYPE: Full-time

JOB SUMMARY:

The Senior Administrative Assistant provides specialized administrative support for the Dean of Boyce College while also supporting the routine activities of the Office of the Dean.

ESSENTIAL JOB FUNCTIONS:

The employee in this position will have the following essential job functions:

• Schedule and update the Dean’s calendar. This includes all day-to-day scheduling and speaking engagements.
• Plan and coordinate all travel for the Dean.
• Perform daily office duties, including phone and email correspondence, sorting mail, stocking office supplies, and greeting guests to the office of the Dean.
• Oversee the purchase, distribution, and storage of office supplies.
• Maintain the overall quality and functionality of the Williams offices by performing routine inspections of facilities and equipment and then placing work orders, as needed.
• Complete monthly reconciliations of procurement cards (P-cards) associated with the Office of the Dean, along with the Dean’s personal business card account.
• Coordinate monthly departmental tasks such as final submission of all Employee Personnel Action Forms (PAF), creation of specialty PAFs, creation of any necessary cash reports, payment of any invoices, submission of any necessary check requests and all expense reimbursements for the Dean and/or the Executive Assistant to the Dean.
• Assist the Dean with projects such as: new student orientation, graduation, Boyce Preview, chapel services, and other college events.
• Assist as needed in the development of publications such as: class schedules, the Boyce Academic Catalog, the Boyce viewbook, and other projects.
• Assist the Dean in the development and distribution of reports to and from the faculty, trustees, and the Office of the President.
• Assist in planning and coordinating special events at Boyce College.
• Manage the Boyce Master Calendar and serve as Boyce Event Coordinator in collaboration with Event Productions.
• Assist students (as needed) in matters relating to: admissions, student services, academic services, and business services.
• Maintain a complex digital file system by creating and updating records, contracts, spreadsheets, and other documents.
• Manage all correspondence (transcription, editing, etc.) from the Dean, under the supervision of the Executive Assistant to the Dean.
• Assist as needed in the facilitation of the Dean’s classes.
• Assist the Dean with the purchasing and distribution of special gifts.
• Perform other duties as may be assigned by the Dean and the Executive Assistant to the Dean.

EDUCATION:

The person in this position should preferably have a Bachelor’s Degree.

EXPERIENCE:

The person in this position should have at least 1-2 years previous related work experience, be proficient in Microsoft Word, Excel, and Outlook, be detailed-oriented, organized, and able to multi-task.