Administrative Assistant to the Dean (CBE)
: Job Details :

Bethune-Cookman University Job Summary: The Administrative Assistant will provide administrative support to the Dean and in the School of Hospitality Management as needed. The job includes design of data management systems data/information analysis, development of improved record keeping processes, collaboration with University and College/School administrative assistants to process hiring documents and other reports, and general secretarial assistance. The successful candidate should be adaptable, discreet, capable of independent judgment, and poised and gracious under challenging circumstances. This position requires a high level of confidentiality. The ideal candidate will be highly proficient in Microsoft Word and Excel and have a strong command of written English. Additional Qualifications: • Bachelor's degree and/or a minimum of two years' experience as an administrative assistant, or an AA degree and four years' prior experience, or six years as an Administrative Assistant. Essential Functions: • Responsible for general administrative duties within the School of Hospitality Management • Maintain an environment that reflects professionalism and confidentiality within the office of the Dean. • Supervise the work of all other student assistants assigned to the Office of the Dean. • Organizes, develops and implements procedures for executing various administrative assignments. • To ensure all licenses, document and professional memberships are current. • To monitor invoices, payments of claims, requisitions, purchase orders and other fiscal duties including the receipt of paying in of departmental revenue • To monitor departmental budgets and advise hospitality Chair of Department on outstanding balances. • To place and monitor maintenance requests through the appropriate departments. • To oversee the booking and preparation of the school 's conference rooms • To investigate and monitor departmental contracts • Secures factual information from files, records and publications and compiles information into standardized reports. • Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions. • Composes drafts of reports and letters for the Dean's or Assistant Dean's review. • Reviews incoming correspondence in order to ale1t the dean promptly of matters of special concern or interest, in order to transmit routine correspondence to an appropriate office or faculty member for action. • Makes travel arrangements by preparing trip itineraries and purchase requisitions; prepares after-trip reports and request travel reimbursements, etc. • Types, proofreads, processes and distributes correspondence, reports and materials. • Processes and maintains records of purchases, equipment, travel, reimbursements, and other budgetary information. • Establishes files and performs filing and retrieving of correspondence, memoranda and reports. • Maintains calendars, appointment records, tickler files, telephone logs, and similar information. • Answers telephone, receives visitors, screening all before directing to proper person or location, or preparing a memo in the absence of the proper person. • Records electronic notes/dictation in preparing finished correspondence, minutes of meetings, reports or materials as assigned. • Assist in the preparation of school budgets, control of financial expenditures for supplies, equipment, and classroom furnishings. •• Ability to exercise judgment and discretion in interpreting and applying policies, practices and procedures. • Excellent written and oral communications skills. • Ability to understand and follow complex written and oral instructions. Excellent customer service skills and ability to work with faculty, staff, administrators, and students. • Knowledge of data analysis, word processing and spreadsheets. • Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time The University does not discriminate on the basis of race, color, national and ethnic origin, sex, retaliation, marital status, religion or disability, or any other applicable local, state or federal regulation. Inquiries regarding provisions for persons with disabilities, equal employment opportunity and Title IX matters should be directed to the Office of Human Resources at 386-###-####. The university reserves the right to modify job descriptions at any time in its' attempts to improve the operations of the university