Administrative Assistant Dean; CALNS

Position: Administrative Assistant for the Dean (CALNS)
Summary:

The Administrative Assistant to the Dean provides administrative support to the Dean and 1890 Research Director of the College of Agricultural, Life, and Natural Sciences (CALNS) at Alabama Agricultural and Mechanical University (AAMU). Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks.

Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. May coordinate administrative activities and reporting across multiple organizational units within a department.

Essential Duties and Responsibilities:

* Provides high-level executive administrative support for the Dean/1890 Research Director, including management of confidential matters, coordination of complex schedules, preparation of briefing materials, and organization of decision-ready information to support effective leadership including coordination of alternatives for CALNS representation with material coordination and calendar planning should the Dean/1890 Research Director not be available to attend critical events or meetings.

* Proactively monitor issues, deadlines, and commitments that may affect the successful execution of the Dean/1890 Research Director's responsibilities and escalate risks as appropriate.

* Lead planning and execution of high-visibility CALNS events, including but not limited to:

* Ag Day

* CALNS's Ag Week

* Advisory Board meetings of CALNS

* Annual awards, Homecoming activities, Scholarship celebration, Field Days, and other signature engagement events

* Oversee event logistics including agendas, venues, speakers, materials, communications, and post-event evaluation to ensure professional execution and alignment with CALNS priorities.

* Manage the Dean/1890 Research Director's front office operations, ensuring consistent desk coverage and a high level of customer service.

* Supervise student employees, encompassing recruitment, training, assignment of work, mentoring, performance feedback, and evaluation.

* Coordinate staffing workflows and office procedures to support efficient operations across the Dean/1890 Research Director's.

* Coordinate college-level committees and processes such as promotion and tenure process, staff searches, leadership meetings, departmental staff training, etc. in coordination with departments.

* Organize and prepare accurate administrative data and reports for university leadership, the Board of Trustees, legislative activities, and audits.

* Maintain confidentiality, data integrity, and professional standards in all documentation and

* communications.

* Serve as Building Supervisor for Dawson Building and maintain productive working relationships with University Facilities and building occupants.

* Research information related to faculty/staff records for personnel reports; federal/state manuals for policy reports; memorandums of understanding with state/federal agencies and the private sector; AAMU regulations and policies.

* Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.

* Perform other duties as assigned that align with the operational needs of CALNS.

Minimum

Position Requirements (including certifications, licenses, etc.):

* Bachelor's degree.

* Three (3) years of experience directly related to the duties and responsibilities specified.

* Some evening and weekends hours are required.

Preferred Education/Skills/

Experience:

Master's degree. Proficiency with university management and processing systems. Administrative support knowledge within an academic unit/division in higher education.

Knowledge, Skills and Abilities:

* Knowledge of computerized information systems used in financial and/or accounting applications

* Knowledge of general accounting principles

* Knowledge of human resources concepts, practices, policies, and procedures

* Skill in the use of personal computers and related software applications

* Demonstrated ability to maintain confidentiality

* Records maintenance skills

* Database management skills

* Ability to gather data, compile information, and prepare reports

* Ability to supervise and train assigned staff

* Ability to analyze and solve problems

* Ability to make administrative/procedural decisions and judgments

* Ability to create, compose, and edit written materials

* Ability to communicate effectively, both orally and in writing