Administrative Support I LW7878 - Stetson University

Primary Purpose:Provide office and administrative support to the Dean’s Office Suite, as needed.

Essential Duties and Responsibilities:

• Greets visitors upon their arrival to the Dean’s Office Suite.
• Primary phone receptionist.
• Assists Coordinator in scheduling and planning meetings, conference calls, and events as needed.
• Prepares correspondences as directed by the Director.
• Provides administrative support to the Dean’s Office Suite by processing and delivering daily internal and external mail.
• Monitors the Academic Affairs Office email account, responds to general emails in a timely manner, forwards high-level emails to the Associate Dean or Director as appropriate.
• Daily communication with students, department heads, faculty, and adjuncts.
• Coordinates greeting cards with Human Resources for signatures and mailing from the Dean’s Office Suite.
• Prepares the Associate Dean’s meeting materials for travel.
• Assists Coordinator with events hosted by the Dean’s Office and Academic Affairs (Fall Faculty Training and Academic Advising Fairs for Fall and Spring semesters, etc.).
• Maintains adjunct files and completes follow-up as needed for signed contracts, transcripts, and other needed documents.
• Works with Communications to keep webpage updated on faculty titles, adjunct faculty appointments, and Board of Overseers roster each academic year.
• Provides adjunct contact information to other departments each semester.
• Compiles and maintains course syllabi retention each semester for Academic Affairs.
• Prepares application amendments from students for the Associate Dean’s review, requests additional materials as needed, prepares final letter from the Associate Dean, and communicates resolution to student and Registrar's Office.
• Maintains student files and completes follow-up as needed for Academic Affairs.
• Assists Director with Commencement duties.
• Maintains strict confidentiality.
• Maintains a collaborative work environment and works well with others
• Other duties as assigned.

A.A./A.S. degree preferred. Will consider a combination of education and experience (especially in higher education) in lieu of degree. At least 1 to 3 years of experience as an administrative assistant. Ability to make decisions, exercise sound judgment, and maintain a high-level of confidentiality. Strong customer service skills and professionalism are a must. Ability to work flexible hours during busy office periods. Must be reliable and have consistent attendance. Excellent follow-through and strong confidentiality required. Ability to work as a positive team player. Should possess strong written and verbal communication skills as well as strong people skills. Works to build an environment that promotes and facilitates the success of Diversity and Inclusive Excellence.Must have proficiency in Microsoft Office Suite (Outlook & Calendar, Word, Excel, PowerPoint, Access).