Administrative Assistant I, II, or III

Executive Administrative Assistant

Provides high-level executive administrative support to the Dean of a complex academic college and coordinates the administrative functions of the Dean's Office. Serves as the central point of contact for the Dean, managing a dynamic and highly visible schedule that includes executive meetings, faculty, staff, student engagements, and external stakeholders. Coordinates all aspects of meeting logistics, including agenda development support, preparation and distribution of materials, room reservations, technology and audiovisual arrangements, and tracking of follow-up actions.

Manages logistics for high-level visitors, including college guests, accreditation teams, industry partners, donors, and university leadership, ensuring a professional, welcoming, and well-coordinated experience. Oversees domestic and international travel arrangements for the Dean, including itineraries, transportation and lodging, approvals, and timely processing of travel expenses in compliance with institutional policies. Supports executive-level communication and information flow by screening and prioritizing correspondence, drafting and preparing briefings and responses as appropriate, and ensuring timely follow-up on behalf of the Dean.

Coordinates planning and execution of leadership retreats, accreditation visits, college events, and other high-priority initiatives. Maintains strict confidentiality and exercises sound independent judgment in managing sensitive, complex, and time-critical administrative matters, while ensuring all activities align with institutional policies and the strategic priorities of the college.

Salary Grade: 11

Please see Staff Compensation Structure or Skilled Crafts and Service Maintenance Compensation Schedule for salary ranges. For salary grade UC, these positions are "Unclassified" and salary ranges are determined by the hiring department.

Area of Specialization:
Dean's Office

Essential Duties and Responsibilities:

1. Provides high-level executive administrative support to the Dean of a complex academic college and coordinates the administrative functions of the Dean's Office.

2. Serves as the central point of contact for the Dean, managing a dynamic and highly visible calendar that includes executive meetings, faculty, staff, student engagements, and external stakeholders.

3. Coordinates all aspects of meeting logistics, including agenda development support, preparation and distribution of materials, room reservations, technology and audiovisual arrangements, and tracking and follow-up of action items.

4. Oversees domestic and international travel arrangements for the Dean, including itinerary development, transportation and lodging coordination, approval processing, and timely submission and reconciliation of travel expenses in compliance with institutional policies.

5. Supports executive-level communication and information flow by screening and prioritizing correspondence, drafting and preparing briefings, and ensuring timely follow-up and responses on behalf of the Dean.

6. Coordinates planning and execution of leadership retreats, accreditation visits, college-wide events, and other high-priority initiatives requiring executive-level logistical support.

7. Manages logistics for high-level visitors, including college guests, accreditation teams, industry partners, donors, and university leadership, ensuring a professional, welcoming, and well-coordinated experience.

8. Supports the planning, coordination, and implementation of new college initiatives by assisting with logistics, communication, scheduling, and cross-unit coordination to ensure successful execution.

9. Maintains and collaborates on centralized Dean's Office document management systems for college processes and procedures, including standard operating procedures (SOPs), ensuring accessible storage of records.

10. Coordinates reservation and scheduling of college guest rooms, Dean's Office conference room and Dean's vehicle to support meetings, visitors, and college activities.

11. Develops summary reports, analyzes for administrator, and makes recommendations regarding findings.

12. Participates in the interview process and assists in the training and onboarding of other administrative assistants within the college, supporting consistent office procedures, service standards, and effective administrative operations across units.

13. All other duties as assigned.

Supervisory Responsibility:
May provide functional oversight, coordination, and guidance to other administrative assistants and student workers within the college, supporting training, onboarding, and consistent application of office procedures and service standards.

Minimum Qualifications:

Level I:
High school diploma and one year of experience directly related to the duties and responsibilities specified.

Level II:
High school diploma and four years' experience directly related to the duties and responsibilities specified. For promotions, experience must…