Office Admin & Executive Asst to the Dean

Organizational Summary:

The University of South Florida College of Education serves a community of over 2,200 students and 130 faculty members dedicated to advancing high-quality education through excellence in research, teaching, and learning. Accredited by the Council for the Accreditation of Educator Preparation (CAEP) and fully approved by the Florida Department of Education, the college offers innovative teacher training and collaborative graduate programs aimed at developing educational leaders. In partnership with school districts across the Tampa Bay region, the college is committed to extending proven educational initiatives and exploring new approaches to preparing lifelong learners. Whether pursuing initial teaching certification or advancing professional development through graduate studies, the college provides comprehensive resources and support to help students achieve their educational and career goals.

Position Summary:

The Office Administrator reports directly to the Dean of the College of Education (COED). This role requires the exercise of sound judgment, discretion, and professionalism in managing sensitive and confidential information. The Office Administrator provides specialized administrative support, independently handles decision-making processes, and ensures the efficient operation of the Dean’s office. Key responsibilities include maintaining and managing the Dean’s calendar, researching and preparing materials for meetings and agenda items, and documenting accurate minutes during meetings to facilitate effective communication and follow-up.

Communication, Administrative Support, and Material Preparation: 

Acts as a liaison to both internal and external stakeholders, effectively communicating policies and procedures, addressing inquiries, resolving issues when possible, and managing the prioritization of incoming correspondence. Gathers necessary information to craft responses, handles routine requests efficiently, and receives and triages telephone calls, taking messages or providing briefings to the Dean or leadership as appropriate. Ensures all communications are timely, relevant, professional, and credible, maintaining the integrity and efficiency of the Dean’s office. Additionally, prepares and designs presentation materials by editing content and incorporating appropriate graphics and visual elements, and composes or drafts correspondence, memoranda, forms, and reports using relevant software systems. Provides guidance on administrative policies and procedures and develops and implements office forms and processes to support operational effectiveness.

Calendar and Meeting Coordination: 

Maintains the Dean's appointment calendar with accuracy and efficiency. Schedules meetings and conferences upon request, coordinating all necessary administrative and logistical arrangements to ensure smooth execution. Attends meetings and conferences on behalf of or alongside the Dean as needed, providing accurate and comprehensive notes to support follow-up and record-keeping.

Operational Oversight and Event Support: 

Supervises the daily operations of the Dean's Office, ensuring efficient and effective functioning. Provides support for event planning and coordination, managing both small-scale and large-scale events. Supervises staff and/or students, providing guidance and ensuring tasks are completed in accordance with office standards.

Travel Coordination and Management: 

Coordinates and manages all aspects of the Dean's travel arrangements, including booking transportation and accommodation, preparing necessary documents and materials, and overseeing reimbursement processes to ensure smooth and efficient travel.

Performs other duties as assigned

Minimum Qualifications: 

This position requires a high school diploma or equivalent, with at least five years of experience in an office or administrative support position or a Bachelor’s degree and 3 years of related experience. Additional education may not be substituted for this experience requirement.

Preferred Qualifications:

• Proven experience in executive or administrative support, preferably within an academic or higher education setting.
• Strong organizational and time-management skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software systems.
• Experience with calendar management, travel coordination, and event planning.