POSITION: A full-time university staff position is available in the College of Nursing, beginning May 4, 2026. The working title for this assignment is Dean’s Assistant, with an official title of Administrative Assistant III. This is an expected-to-continue assignment that requires a six-month probationary period. The expected hourly hiring rate will be based on qualifications and experience, within the range of $23.08 to $25.00 per hour.
MINIMUM QUALIFICATIONS: We’re seeking a highly organized professional with experience in office administration, calendar management, and event coordination. Candidates should be proficient in Microsoft Office, Outlook, and Teams; able to handle confidential information; and skilled at managing multiple priorities under pressure. Strong communication, attention to detail, independent judgment, and teamwork are essential. Quick learning of university policies and procedures is required. Applicants are encouraged to highlight these skills in their application materials.
PREFERRED QUALIFICATIONS: Preferred candidates may have experience in donor stewardship, scholarships, awards, and fundraising, as well as familiarity with data-driven evaluation and reporting. Knowledge of higher education governance, accreditation standards, and professional nursing organizations is a plus. Ideal candidates bring advanced event planning and project management skills, proficiency with donor management systems (e.g., Raiser’s Edge, Slate), strong analytical and problem-solving abilities, and experience preparing reports and presentations. Strategic thinking and the ability to build and maintain relationships with donors, alumni, faculty, and external partners are highly valued.
DUTIES:
Position Summary: The Dean’s Assistant provides high-level administrative and executive support to the Dean’s Office, managing complex scheduling, office operations, communications, and reporting. Acting as a central liaison for internal and external stakeholders, this role supports strategic initiatives, coordinates College operations, and handles confidential information with discretion and professionalism. Our administrative team ensures smooth operations that enable faculty and students to excel in education, research, and community engagement.
PRIMARY RESPONSIBILITIES
A. Case Creation and Management
1. Respond to initial inquiries on a variety of matters at the point at which student academic and student development issues interface.
2. Efficient in the knowledge and use of Maxient and CampS in reporting and extracting information regarding student records and conduct.
3. First point of contact for students with a variety of problems and/or issues requiring action by the Dean, Associate, or Assistant Dean of Students, including absences.
4. Maintain student files relating to student absences, account holds, and other issues.
5. Review incoming reports. Enter information in Maxient, review the student record, if applicable, look for recurrence, and then assign case to appropriate dean.
6. Arrange hearing for conduct in violation of the Blugold Code. Contact students, committee members, and others involved to arrange hearing schedules. Share copies of pertinent information with all parties involved.
7. Provide guidance to students, staff and faculty regarding procedures for handling student academic and non-academic misconduct and student grievances.
8. Coordinate and update Academic Misconduct Committee members, faculty, staff and students.
B. Administrative Support for Student Affairs (Dean of Students and MSS)
1. Manage complex calendars, coordinate travel arrangements, and oversee shared office email inboxes to ensure timely and accurate communication.
2. Draft and compose professional correspondence for students, faculty, administrators, and staff, both internal and external to the university.
3. Prepare agendas, memoranda, reports, and other documents, including materials of a sensitive or confidential nature.
4. Provide back-up support, as needed, to the Executive Assistant supporting the Vice Chancellor for Student Affairs and Dean of Students.
5. Receive and document tuition appeal requests; coordinate and schedule appeal committee meetings; and distribute materials to committee members in a timely manner.
6. Serve as the primary contact for reference verification requests related to student disciplinary records.
7. Act as the initial point of contact for parents, faculty, administrators, and university employees regarding student concerns, demonstrating thorough knowledge of institutional policies, procedures, and applicable confidentiality laws.
8. Review contracts for accuracy and compliance with university procedures prior to processing.
9. Lead the coordination and procurement of promotional materials and related purchases.
10. Serve as the primary contact for tabling events and campus tour requests, coordinating logistics and ensuring appropriate representation.
11. Perform other duties as assigned.
C. MSS Specific Support
1. Coordinate and support the planning and implementation of programs, events, workshops, conferences, and cultural activities.
2. Provide budgetary support for programs, events, and intern payroll, including monitoring accounts, processing expenditures, and preparing financial reports.
3. Process scholarship applications, obtain and review transcripts, complete recruitment certifications, verify enrollment and attendance.
4. Submit and maintain event information for the campus calendar and related communications platforms.
5. Coordinate and confirm reservations for event spaces and related logistical needs.
6. Manage the preparation and distribution of brochures, applications, and informational correspondence.
7. Assist with the compilation and preparation of annual reports and related documentation.
