#24-022 Administrative Assistant IV, Dean of Students

Summary of Function: 
The Administrative Assistant IV oversees and directs the administrative support of the department, providing the second highest level of administrative and clerical support. The position is the fourth level in the Administrative Support family.

Typical Duties: 

• Serves Students. Oversees the division/department as the Administrative Assistant IV. Supervises the work of others including hiring, training, performance evaluations, and professional growth. Liaison to all areas of the college acts on behalf of the Department by exercising judgment and discretion in all confidential matters of significance. May perform duties related to confidential student conduct concerns; assisting the Dean with student conduct.
• Calendar; schedules all appointments and calendaring for supervisor. Reminds supervisor of meeting times. Sets up appointments for other staff in the department. Cancels and resets appointments. Creates travel arrangements for supervisor and other department members. Supports the Dean in the implementation of projects, managing daily work routines, meetings, priorities, and appointments, and maintaining digital files.
• Purchasing; Orders supplies for office and staff. Creates requisitions, and reviews invoices, P-cards, and/or Travel card holders with monthly reconciliation duties. Completes all aspects of travel for supervisor and division/department. Creates travel documents for supervisor and other department members. Creates and manages budget reports. Assists supervisor in writing and submitting grant applications, narrative reports, and performance improvement plans. Assists supervisor in developing grant proposals, collection, reviews, and equipment tracking. Maintains documentation for grant projects. Assists division staff with class schedules, changes, and load sheets. May order books.
• Takes notes at meetings; department, division, committee, councils, or external meetings. Sorts mail and distributes mail daily. Runs report. Drafts and edits division job descriptions. Creates and formats PowerPoint presentations with content provided by the supervisor.
• Lead committees. Acts as a mentor to new administrative assistant employees. Leads the Team to perform at the highest level, creates professional growth opportunities for the Team.
• Oversee the front desk/area by answering phones, responding to inquiries in person, emails, and other forms of communication. Provides coverage for others while out of the office. Directs customers to various locations on campus. Provides detailed information for customers. Supply program information. Directs students, and answers inquiries.
• Events; creates facilities requests, sets up events creates marketing materials. Reserve rooms. Researches and verifies information for program reports and special projects.
• Support and participate in strategic planning initiatives and performs other duties as assigned.