Dean's Administrative Assistant, College of Arts & Sciences

Overview

Quinnipiac University invites applications for the position of Dean's Administrative Assistant in the College of Arts & Sciences. This position serves as a central coordinating role within the Dean's Office, providing administrative and operational support to the Dean and supporting the implementation of the College's academic and strategic initiatives. The successful candidate will become an integral member of a collaborative team, working closely with faculty, staff, students, alumni, and university leaders to support the work of the College. This role offers the opportunity to coordinate events and initiatives that have a visible impact on the university community while enjoying a supportive, mission-driven environment, excellent benefits, tuition remission, and opportunities for professional growth.

Responsibilities

• Maintain the efficient operation of the Dean’s Office.
• Manage the professional communications that are part of the Dean’s Office function including phone calls, incoming mail/email, routine correspondence, memos, minutes, reports, grants, forms, etc. Edit for accuracy, format, punctuation and construction.
• Maintain the confidentiality of issues that are presented to the Dean’s office.
• Provide direct administrative support to the Dean, including calendar management, meeting coordination, preparation of materials, and handling confidential communications.
• Coordinate communication for the College: post content (provided by college) on social media and monitor the college’s social media presence; coordinate content and production for brochures promoting the college in collaboration with other offices and external vendors; organize a college-specific digital newsletter for alumni/friends of the college.
• Assist the Dean in overseeing and monitoring the budget, including reporting, reconciling expenditures and maintaining appropriate financial files. Process on-line requisitions, verifying availability of funds, verifying invoices and reconciling accounts.
• Organize and maintain appropriate professional files related to faculty, staff and students.
• Curate digital filing systems.
• Coordinate and maintain records for events and meetings, including Open Houses, Admitted Students Days, Orientation, etc.
• Provide administrative support for full-time faculty-related processes, including onboarding, meetings, and related documentation.
• Coordinate administrative processes and communications among college administrative staff, including scheduling, shared workflows, and related coordination.
• Maintain and coordinate the Dean’s calendar and the college calendar with the Executive Committee to schedule faculty meetings, chair meetings, and other activities appropriate to the office.
• Interact/correspond with faculty, parents, students, and visitors; answer questions within scope of authority & knowledge.
• Utilize university software to retrieve and maintain information.
• Coordinate or assist with conferences, meetings, and travel logistics, including scheduling, materials, facilities, and related arrangements.
• Process travel expense reimbursements and assist with coordination of accreditation visits and related event logistics.
• Order office and event supplies as needed; assist in arrangements for food, speakers and supplies.
• Provide cross-functional administrative support and backup coverage, as needed.
• Other clerical duties as assigned.

Education Requirements

• High School Diploma or GED required

Qualifications

• Proven administrative support experience, preferably supporting senior leadership in higher education, nonprofit, or professional office environments.
• Strong organizational and project coordination skills with the ability to manage multiple priorities, calendars, events, and deadlines.
• Excellent written and verbal communication skills, including proofreading, correspondence preparation, and professional stakeholder interactions.
• Demonstrated ability to handle highly confidential and sensitive information with discretion and professionalism.
• Experience with budget administration, account reconciliations, expense processing, purchasing, and financial recordkeeping.
• Proficiency with Microsoft Office Suite and database/software systems, particularly Outlook, Excel, Word, and digital filing platforms.
• Experience planning and coordinating meetings, events, travel arrangements, and logistics.
• Ability to collaborate effectively with faculty, staff, students, parents, alumni, and external partners.
• Strong attention to detail and commitment to accuracy in documentation, records management, and administrative processes.
• Experience supporting social media, newsletters, marketing materials, or communications activities preferred.

Special Instructions to Applicants

Applications must be submitted electronically and include a resume, a cover letter detailing how your experience aligns with the position requirements and contact information for three references.

• Please note this is a Grade 7 position in the Clerical & Technical Union.
• The starting hourly rate is $28.91.
• In addition, you are eligible for an additional .75 per hour if you have a bachelor’s degree or .35 per hour if you have an associate degree.
• This is a full-time position with a 35-hour work week.
• This position requires successful completion of a Microsoft Office skills test, proofreading test, and background check.

Quinnipiac University offers eligible full-time faculty and staff a comprehensive benefits package that may include health insurance, life insurance, paid time off, education benefits, and retirement benefits.