Executive Administrative Assistant to The Dean

hace 2 semanas

Las Carolinas, México VCOM A tiempo completo

**Job Title**: Executive Administrative Assistant to the Dean

**Department**: Administration **Date**: November, 2023

**FLSA**: Exempt **Work Location**: Carolinas Campus

**Employee Category**: Administrative **Work Schedule**: M-F, 8am - 5pm
Staff

**Reports to**: Dean - Carolinas Campus **Percent Employment**: 100%

**Direct Reports**: Administrative Office Personnel

I. **Job Summary**:
This position serves as an initial contact person for the department of Administration at
the VCOM - Carolinas Campus. Duties include providing administrative support for the
Dean of the Carolinas Campus.

II. **Job Duties**:
1. Provide administrative support for the Dean by answering telephones, greeting

visitors, routing inquiries, and acting as the main hub of communication for
Administration.

2. Liaison between VCOM administration and faculty and staff
3. Screen visitors and phone calls to avoid interruptions. Delegate where

appropriate. As arranged, rescue the Dean from laggards.
4. Protect the time of the Dean for priority or private tasks.
5. Maintain Dean’s appointment calendar in Microsoft Outlook noting important

meeting details with appropriate backup for meetings. Provide verbal and written
placed on calendars and print any pertinent materials in folder for such
events/meetings.

6. Assure all appeals and other required academic actions occur in a timely manner
and according to the handbook.

7. Sort and arrange essential mail as well as any items for signature for the Dean in
priority action order. Notify the Dean of any priority items needing attention.

8. Maintain, update and distribute VCOM-Carolinas Committee list.
9. Maintain updated VIP contact list to use for invitations for future VCOM events.
10. Respond to queries from the public, vendors, and students. Direct

communications to appropriate contact at VCOM.

approved on behalf of Administration.
12. Coordinate VIP events for VCOM, including but not limited to: Semi-Annual

Advisory Board Meeting, COCA inspections, Annual Christmas Party, as well as,
any other VIP events.. This includes preparing invitations, agendas, reports,
setting up meetings, arranging food, etc.

13. Assist in organizing a wide variety of business and social functions on and off
- campus to include meals, banquets, and meetings.

1

14. Coordinate conference room schedule for Administration’s Conference Room
and other Seminar Conference Rooms.

15. Prepare and maintain organized files and documentation for VCOM.
16. Coordinate travel and itineraries for VIP guests of VCOM as well as update

travel/itinerary details on calendar and prepare trip package materials for the
Dean of Academic Affairs.

17. Prepare and submit expense reports for the Dean after each trip.
18. Prepare and submit monthly credit card reports for the Dean organizing details

as required.
19. Schedule meetings, telephone conferences, videoconferences and assist with

organizing a wide variety of business and social functions on and off-campus.
20. Organize and attend Dean’s Council meetings as a recorder for meeting minutes.

Schedule conference rooms for meetings, send out notices, agendas, and any
other information as needed for meetings.

21. Attend other VCOM meetings as requested acting as a recorder for meeting
minutes and other duties as needed.

22. Assist the Dean with correspondence including preparing documents, reports,
grants submissions, white papers, scholarship letters, and other college materials.

23. Manage the annual FAR/SAR Review Process for the Dean.
24. Maintain budget reports for the Dean.
25. Maintain/manage Promotion Board and ADPOS logs for the Dean.
26. Serve on committees for White Coat Ceremony and Graduation.
27. In the absence of the Receptionist: coordinate campus mail, faculty/staff

development sessions, luncheons, Facilities/IT Committee minutes and other
duties as needed.

28. Work closely with the Receptionist to maintain office supplies for
Administration.

29. Serve as the Supervisor for the Receptionist.
30. Participate in cross training with other administrative assistants as required.
31. Assure discreet handling of all confidential matters faculty or staff share with you

as a face for administration.
32. Perform other duties as assigned.

III. **Required Qualifications**:
Education: Associate Degree with experience in administrative environment or
equivalent work experience commensurate to job duties
Licensure or certification: N/A
Experience: Experience in administrative environment

Other skills important to this position:

- Excellent presentation of self as a professional including dress, confidential

behaviors, and serving as a positive face for the College.
- Must be highly organized, detailed-oriented and able to multi-task in a fast-paced

environment.
- Ability to work well either alone or as part of a team
- Strong team player.

2
- Possess excellent time management skills
- Excellent interpersonal and communications skills in dealing wit

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