Administrative Assistant to the Dean, College of Liberal Arts and Sciences

This position will serve as the Assistant to the Dean of the College of Liberal Arts and Sciences for all areas of work related to the Dean.

Essential Job Functions:

• Serve as the assistant to the Dean of the College for all areas of work related to the Dean
• Provide comprehensive office management and administrative support for all staff and areas of work affiliated with the Dean's Office
• Responsible for budgeting functions related to the Dean's office including purchasing, reconciling of VISA transactions, reviewing standing of the Dean's office budget throughout the fiscal year, etc.
• Support purchasing transactions for department reporting to the Dean including VISA reconciliations, purchase requests, etc.
• Support all activities related to the Dean's Office including but not limited to events, meetings, university initiatives such as Giving Day, admissions/recruiting days, etc.
• Support faculty and students by answering questions, providing information, etc.
• Representing the College of Liberal Arts & Sciences with professionalism, a confident self presentation, responsiveness in communication, dedication to Lipscomb and its mission, and a strong Christian faith walk.

Typical Duties and Responsibilities:

• Greet guests, answer phone and emails, schedule meetings, reserve rooms internally and through
• Event Management, purchase supplies, pick up mail, run errands.
• Reconcile visa charges, and approve department visa card holder's transactions.
• Prepare reimbursements out of pocket expenditures by faculty and staff. Prepare payment of invoices in CNF for AP check processing.
• Support responsibilities affiliated with any grant funding in the college
• Plan and or assist with college events throughout the year.
• Support faculty and students with copier requests, building entry
• Submit requests to IT or Service Operations for building repairs or technology issues, parking reservations, etc.
• Assist, if necessary, with entering fall, spring and summer class schedules in CNS, make changes and resolve issues.
• Document Dean's office procedures, processes and events for reference.
• Support College fundraising efforts.
• Assist new faculty and adjuncts in getting acclimated
• Set up for Dean's meetings with department chairs and other groups affiliated with the Dean's office
• Attend meetings with department chairs and other groups as requested; take and distribute meeting minutes.

Competencies/Expected Outcomes (core competencies):

• Customer service, integrity, confidentiality and discretion, flexibility, initiative, gaining an understanding of the rhythm of the office and year, and time management skills.

Judgment Required:

• Anticipate questions to ask and when to seek guidance which comes with experience in the office
• Ability to make sound decisions and meet deadlines with appropriate guidance and minimal supervision

Budget Responsibility:

• Watching budget throughout the year
• Advising on areas of budget experiencing challenges
• Allocating expenditures from Dean's Office to budget

Education:

• Bachelor's degree preferred

Experience:

• 3 to 5 years preferred; experience at Lipscomb University highly desired

Job Related Skills:

• A strong commitment to Christian higher education and particularly the work and mission of Lipscomb University
• Uncompromising ethical conduct and convictions.
• Maintain a professional image at all times through actions and appearance
• Ability to multitask
• Extremely organized with strong attention to detail
• Has the ability to follow directions in the moment, under pressure, with a smile
• Some flexibility in fulfilling the 32-hour work schedule when certain events on certain days require participation.

Personal Interaction/Communications:

• Excellent oral and written communication
• Teamwork
• Positive attitude
• Service perspective

Supervision Received:

• The Dean and sometimes from the Assistant Dean

Positions Supervised:

• Perhaps a student worker

Work Environment:

• Positive, dignified, and comfortable

Physical Job Requirements:

• Sitting, standing, computer/keyboard work, phone; ability to assit in moving items to event locations; setting up event locations