Administrative Assistant, College of Business and Economics


Position Title: Administrative Assistant   
Department: College of Business and Economics (CBE)
Wage Class: Hourly (40 hours/week)                                                                          
Reports To: Craig Schreiber, Dean of the College of Business and Economics

General Description/Primary Purpose

The administrative assistant provides administrative support for the Dean of the College of Business and Economics, supports the College’s daily operations, serves as the College’s primary contact point for internal and external stakeholders, and provides administrative support to the academic programs within the College as well as the LR Center for Entrepreneurship and the Broyhill Institute for Leadership and their public-facing activities. Experience with business office operations, event planning, customer service, and social media strongly preferred.

Specific Job Functions

Provide Administrative Support to the College Dean

  • Organize and maintain the dean’s complex and active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and making sound decisions to ensure effective use of the dean’s time
  • Schedule/reschedule meetings and appointments and provide all necessary background information and documentation to ensure the Dean is prepared and informed
  • Prioritize important or sensitive matters and bring them to dean’s attention; obtain and add any background materials needed to facilitate action. Utilize independent judgment, determine when to act independently, and when to refer problems for dean’s attention
  • Organize and prepare electronic and printed materials for dean’s signature as necessary.
  • Organize and manage the flow of work in the dean’s office suite, formulating appropriate and effective strategies for achieving objectives consistent with unit goals and relative to the needs of both internal and external constituencies.
  • Maintain records of faculty teaching loads, syllabuses, course enrollments and course evaluations.
  • Manage the dean’s office budgets and faculty/staff reimbursement requests.
  • Develop ability to use PowerCampus, EMS, Zoom, Dynamic Forms, and other technologies as requested.

Provide Administrative Support to the CBE

  • Develop and document clear, equity-based standard operating procedures
  • Draft non-routine communications, documentation and reports requiring knowledge of CBE and university regulations, procedures, and policies
  • Assist with compiling, confirming, and proofreading course schedules
  • Collect and check syllabuses per university policies
  • Coordinate with bookstore on book orders
  • Maintain and update data repositories
  • Prepare written reports and presentations as requested
  • Assist with program and college assessments
  • Ensure program and college submissions are on time and processed accordingly
  • Assist in planning and provide support for CBE accreditation
  • Provide administrative and scheduling support for CBE employment searches
  • Assist with new faculty and staff onboarding as needed
  • Interpret and apply relevant university and CBE policies, regulations, rules, and procedures; serve as policy contact point for college faculty, staff, and students
  • Collaborate with Admissions and faculty for student recruitment visits and events
  • Assist with commencement-related duties as requested
  • Other duties and responsibilities as assigned by the dean

Promote a Professional and Inclusive Work Environment

  • Ensure consistent, high-quality work, continuity, productivity, professionalism, and confidentiality
  • Maintain a calm and courteous demeanor and work productively and efficiently
  • Effectively and professionally communicate with a broad range of diverse individuals who are internal as well as external to the college and university
  • Actively promote and cultivate diversity and equity
  • Work cooperatively with others and accept appropriate direction from leaders in the dean’s suite
  • Serve as the primary point of contact for internal and external constituencies and provide hospitality to all guests creating a positive climate within the office
  • Build and maintain a collaborative, welcoming, and inclusive environment within the dean’s suite
  • Identify and address areas of concern while maintaining professional and positive relationships with the administrative team, as well as college faculty, staff, and students

Plan and Execute CBE Events and Projects

Provide as-needed planning and support before, during, and after CBE events including:

  • Assist with scheduling, planning and publicizing of college events, including the college retreat, faculty meetings, new faculty/staff welcome reception, new student welcome reception, student awards events, CBE student organization events, Center for Entrepreneurship events, Broyhill Institute for Leadership events, CBE Alumni Events, CBE Advisory Board meetings, and other internal and external stakeholder events and projects
  • Prepare agenda or collect agenda items from participants as needed
  • Organize schedules, invite participants, and prepare and distribute all materials in advance
  • Reserve and prepare meeting spaces for in-person meetings/events
  • Set up Zoom links and coordinate other technical needs for hybrid meetings
  • Record, maintain and distribute meeting minutes as appropriate
  • Assist with preparation of reports and presentations, draft follow-up emails/memos, and edit other documents as needed.
  • Serve as the CBE awards coordinator
  • Develop event and project standard operating procedures
  • Serve as liaison with IT team

Provide Marketing Support

  • Maintain social media presence
  • Create and distribute CBE publicity
  • Serve as liaison to Marketing and University Advancement
  • Maintain CBE calendars of events and coordinate CBE events with university events and calendars
  • Create and maintain CBE contact lists

Oversee Facilities

  • Responsible for Mauney Hall
  • Conduct regular walk-throughs to ensure that offices and classrooms are stocked and technology is working
  • Maintain copiers and break rooms
  • Place requests with maintenance, housekeeping, and IT as needed
  • Ensure that building bulletin boards and signage are relevant and current
  • Order office supplies per faculty and staff needs

Supervisory Responsibilities

  • Oversee part-time staff/student workers as well as graduate assistants
  • Supervise staff/student workers, including setting work schedules, assigning tasks, and assessing performance
  • Provide coaching and training for staff and student workers as needed
Contact Information
Documentation
One file only.
256 MB limit.
Allowed types: pdf, doc, docx.
One file only.
256 MB limit.
Allowed types: pdf, doc, docx.