Administrative Assistant to the Dean

  • D'Youville College
  • Buffalo, NY, USA
  • Dec 09, 2020
Full time   Assistant, Secretary & Executive Assistant

Job Description

This support position will manage all operations of the office of the Dean of the School of Arts, Sciences, and Education (SASE). This position will prepare written communications, manage schedules, coordinate procedures for handling  personnel files, monitor school and department budgets, and maintain official databases and files for the School. This position will also coordinate the work of other administrative staff and student employees within the school. In addition to providing direct secretarial and administrative support to the  Dean, the incumbent will network with other schools and departments across the Institution to address administrative issues and ensure the efficient use of resources, and the management of office, business and academic processes and policies for the School of Arts and Sciences.


  • Maintain SASE calendars and schedules
  • Provide administrative support (typing, filing, and scheduling appointments) for the Office of the Dean
  • Write reports, correspondence and special publications for the School
  • Foster an environment that supports student’s success
  • Create and maintain database for tracking all courses offered and faculty workloads/teaching assignments in the SASE
  • Maintain and update SASE web site
  • Maintain confidentiality around student records and personnel matters
  • Process academic forms that require the Dean's signature.
  • Coordinate with the office of the VPAA, academic departments and HR with respect to recruitment process for faculty and staff within the school
  • Provide secretarial administrative support for SASE school and chair meetings
  • Organize and manage programs, projects and special events for the SASE
  • Handle special projects as designated by the Dean

State and Accreditation Compliance

  • Assist Dean in the preparation of annual reports for the New York State Education Department
  • Support Dean and Chairs, and provide guidance to department secretaries, on the development of analytical reports, compliance documents, and self-study documents for regional and specialized accreditation.
  • Provide support for institutional assessment and student learning assessment efforts - including data collection, analysis, and report generation
  • Maintain accreditation records


  • Assist Dean and Chairs in annual budget process
  • Prepare budget reports and forecasts, and monthly budget reports for Dean
  • Monitor budgetary expenditures and assist in long-range budget planning
  • Prepare purchase orders, check requests, and budget transfer forms
  • Assist in identifying shared resources opportunities across the School

IRB Support

  • Maintains IRB records and institutional research reports
  • Coordinates scheduling of meetings of IRB.
  • Maintains IRB Teams page
  • Creates and distributes: IRB meeting minutes, agenda, and other correspondence as needed.
  • Updates the IRB website
  • Maintains IRB member files.
  • Recording and routing of IRB applications
  • Maintains the IRB application tracking database.
  • Creates and sends correspondence to IRB applicants.
  • Responds to requests for IRB status and IR reports.
  • Assists with updating the IRB manual when necessary

General Administrative Support

  • Serve as first contact for the Dean
  • Maintain Dean's calendar and schedule appointments
  • Serve as liaison to the VPAA
  • Type correspondence and compile annual reports
  • Maintain all official SASE correspondence
  • Coordinate response to student/faculty issues and complaints
  • Prepare analytical reports for internal and external audiences
  • Supervise work-study students and graduate assistants, and coordinate the work of other administrative staff in the school

Required Qualifications

  • Experience with academic assessment, compliance and accreditation
  • Experience with higher education policies and processes, and knowledge of administrative units in higher education
  • Ability to define and solve problems, collect data and deal with a variety of variables in situations where only limited standardization exists.
  • Interpret a variety of instructions finished in written, oral diagram or schedule form.
  • Ability to analyze and interpret general business procedures;
  • Ability to write reports, business correspondence and procedure manuals.
  • Ability to effectively present information and respond to questions from faculty, students, staff, and the general  public
  • Ability to respond to common inquiries or complaints
  • Perform office work directly related to the management of general business operations that includes independent judgment on matters of significance
  • Ability to work independently and prioritize tasks
  • Excellent verbal and written communication skills,
  • Excellent skills with MS Office (Access, Excel, and Word), Web applications, databases, and analytical programs
  • Engage in self-directed professional development
  • Commitment to the mission of D'Youville 

Job Specifications

  • Bachelor's degree from four-year college or university
  • Master's preferred
  • Familiarity with college/university educational programs and administration preferred

Application Details


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Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at D'Youville College and at other institutions of higher education in the region on