Administrative Coordinator to the Dean

4 days ago

Daytona Beach, Florida, United States Bethune-Cookman University Full time
Job Summary:

Bethune-Cookman University is seeking a highly skilled and experienced Administrative Assistant to provide administrative support to the Dean and the School of Hospitality Management. The ideal candidate will possess excellent organizational and communication skills, with the ability to work independently and as part of a team.

Key Responsibilities:
  • Provide administrative support to the Dean and the School of Hospitality Management, including data management, record keeping, and general secretarial duties.
  • Design and implement data management systems and improve record keeping processes.
  • Collaborate with University and College/School administrative assistants to process hiring documents and other reports.
  • Supervise student assistants and provide guidance and support as needed.
  • Organize and implement procedures for executing various administrative assignments.
  • Monitor licenses, documents, and professional memberships to ensure they are current.
  • Monitor invoices, payments, requisitions, purchase orders, and other fiscal duties, including the receipt of departmental revenue.
  • Monitor departmental budgets and advise the hospitality Chair of Department on outstanding balances.
  • Place and monitor maintenance requests through the appropriate departments.
  • Oversee the booking and preparation of the school's conference rooms.
  • Investigate and monitor departmental contracts.
  • Secure factual information from files, records, and publications and compile information into standardized reports.
  • Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
  • Compose drafts of reports and letters for the Dean's or Assistant Dean's review.
  • Review incoming correspondence and transmit routine correspondence to an appropriate office or faculty member for action.
  • Make travel arrangements, prepare trip itineraries, and purchase requisitions.
  • Prepare after-trip reports and request travel reimbursements.
  • Process and distribute correspondence, reports, and materials.
  • Process and maintain records of purchases, equipment, travel, reimbursements, and other budgetary information.
  • Establish files and perform filing and retrieving of correspondence, memoranda, and reports.
  • Maintain calendars, appointment records, tickler files, telephone logs, and similar information.
  • Answer telephone, receive visitors, and screen all before directing to the proper person or location.
  • Record electronic notes/dictation in preparing finished correspondence, minutes of meetings, reports, or materials as assigned.
  • Assist in the preparation of school budgets and control of financial expenditures for supplies, equipment, and classroom furnishings.
Requirements:
  • Bachelor's degree and/or a minimum of two years' experience as an administrative assistant, or an AA degree and four years' prior experience, or six years as an Administrative Assistant.
  • Excellent written and oral communication skills.
  • Ability to understand and follow complex written and oral instructions.
  • Excellent customer service skills and ability to work with faculty, staff, administrators, and students.
  • Knowledge of data analysis, word processing, and spreadsheets.

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