Administrative Assistant & Events Coordinator

Overview

The Administrative Assistant & Events Coordinator to the Dean of Student Services provides comprehensive administrative, event, and operational support to the Dean and the Office of Student Services. This role requires a high level of professionalism, discretion, and adaptability, with frequent interaction across students, faculty, staff, and external partners.

Responsibilities

* Administrative Support

* Manage the Dean's calendar, schedule meetings, and coordinate logistics

* Serve as the first point of contact for the Dean, handling communications with faculty, staff, students, and external organizations

* Prepare correspondence, reports, mailings, and other documents; maintain confidential files and records

* Screen and respond to telephone, email, and in-person inquiries with professionalism and discretion

* Process invoices, payments, reimbursements, and supply orders for Student Services, Admissions, and the Registrar

* Approve and manage timesheets, schedules, and assignments for work-study students

* Event & Project Coordination

* Plan, organize, and execute high-profile institutional events including Commencement, White Coat Ceremony, Match Day, Orientation, Accepted Students Day, Senior Week, Residency Fair, and other campus-wide activities

* Coordinate logistics such as venue selection, catering, décor, vendor communication, volunteer management, and promotional materials

* Set up and manage event spaces, ensuring smooth execution of all details

* Create and design event promotional materials, signage, and backdrops

* Student Engagement & Campus Programs

* Coordinate student involvement programs including Big Brother/Big Sister and Student Ambassadors

* Create and review Student Ambassador applications, host interviews and trainings, and assign ambassadors to tours, interviews, and campus events

* Host events for Student Ambassadors and the general student body

* Participate in the Wellness Committee, supporting the planning and execution of campus wellness events

* Act as a welcoming presence in the Student Services Office-greeting visitors, students, and guests

* Admissions Support

* Assist with the admissions process, including applicant communications, interview scheduling, ordering meals for interview days, and conducting campus tours when needed

* Order and manage admissions merchandise and promotional items

Qualifications

Education/Experience

* Associate's degree required

* Two (2) or more years of administrative experience

Knowledge/Skills/Abilities

* Strong organizational and communication skills.

* Ability to manage multiple priorities in a fast-paced environment.

* Exceptional attention to detail and professionalism.

* Commitment to student engagement and campus community building.

* Discretion and sound judgment in handling confidential information.

* Proficient use of the Microsoft office suite

Maximum Salary

USD $47,500.00/Yr.

Minimum Salary

USD $38,000.00/Yr.