Position Summary:

This position reports directly to the Dean of Student Engagement and plays a key role in the Division’s efforts to serve students by providing high-level administrative support. The Assistant to the Dean of Student Engagement manages a wide range of responsibilities, acting as a trusted representative of the Dean, to ensure the success of the Division of Student Engagement. With the authority to make decisions and take action based on policies and procedures established by the Dean, this role requires strong judgment and the ability to work independently to meet deadlines. The ideal candidate will take pride in working for an institution dedicated to diversity, equity, and inclusion, sharing our enthusiasm for supporting students and making an impact.

Job Description:

Essential Functions and Responsibilities:

Administration 

• Act as the primary contact within a busy office setting, welcoming visitors, fielding phone calls, and handling emails promptly and professionally. 
• Oversee daily office operations, including mail distribution, office aesthetics, supply inventory, and maintenance scheduling. 
• Manage the Dean's active calendar of appointments, including travel, meetings, conferences, speaking engagements, and itineraries.  
• Works closely with direct reporting departments to the Dean, including managing all standing meetings and related business. 
• Prepare correspondence on behalf of the Dean when appropriate.  Processes and responds to letters of inquiry, complaints, and other types of correspondence that do not require Dean’s personal attention. 
• Maintain a comprehensive understanding of the budget for Division of Student Engagement and related Foundation accounts, oversee budget records, and generate quarterly financial reports. 
• Approve division expenditures and leave requests, ensuring adherence to college policies and procedures. 
• Manage purchasing to support the Dean as necessary, including following state and college fiscal policy, maintaining a college purchasing card, and reconciling appropriately. Create and submit spend authorizations and expense reports for the Dean. 
• Organize and manage official events for the Division of Student Engagement, including reserving venues, ordering catering, sending out invitations, and monitoring attendance. 
• Support search committees within the Division of Student Engagement with the administrative tasks related to hiring committees and onboarding of new employees

Other functions and responsibilities

• Demonstrate a commitment to fostering student success as well as engaging with broadly diverse communities. 

• Maintain knowledge and awareness of digital accessibility including the American with Disabilities Act and Section 508. 

• Produce and remediate digitally accessible materials in accordance with FLC standards. 

• Perform other duties as assigned 

Required Education, Specialized Skills, and Experience:

• Bachelor’s degree, preferably in a business-related field, plus three years of relatable experience, or at least 6 years of equivalent related experience. 
• Proficient with Microsoft Office Suite, including Office 365, Word, Excel, and Outlook. 
• Exceptional organizational skills with a keen attention to detail. 
• Strong verbal and written communication skills.
• Demonstrated commitment to diversity, equity, and inclusion.

Preferred Education, Specialized Skills, and Experience:

• Experience in an equivalent role (Executive Assistant for a College or similar position).
• Proven ability to handle complex and sensitive information with discretion.
• Experience with Workday or other HRIS systems.
• Understanding of Artificial Intelligence (AI) tools or a willingness to learn.

Reports To / Supervisory Responsibility:

• This position reports to the Dean of Student Engagement.
• This position may provide direct supervision for student employees or part-time employees.

Work Environment:

The work environment characteristics described here are representative of those that an employee can expect while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Moderate noise (i.e. business office with computers, phone, and printers, light traffic. 
• Ability to work in a confined area. 
• Ability to sit at a computer terminal for an extended period of time. 
• Ability to interact with the public. 
• Must be adaptable to changing policies, procedures, and practices.