Senior Administrative Assistant to Dean of the College of Aviation

Job Description:

The Senior Administrative Assistant to the Dean supports the Dean of the College of Aviation at the Daytona Beach campus. The College of Aviation currently serves over 3000 students and is continuing to experience enrollment growth and increased research activity. In this context, the Senior Administrative Assistant to the Dean plays a critical role in advancing the mission of the College and creating an environment where students, staff, and faculty can be successful. This is a position of significant responsibility and impact, with core leadership, organizational, and team-building components.

Responsibilities include:

• Administrative support for Dean of the College of Aviation. Coordinates scheduling, appointments, travel arrangements, tours, and travel reimbursements for the Dean and staff, as directed by the Dean.
• Interfaces with external constituencies on behalf of the Dean, including industry partners, Industry Advisory Boards, VIP visitors, and others.
• Assists the Dean with tracking of data, key performance indicators, and other metrics, supporting strategic planning. Assembles and maintains updated data for access by College and departmental leadership.
• Coordinates College leadership team meetings, scheduling, and agenda. Coordinates and hosts business meeting meals and refreshments. 10%- Manages communications on behalf of the Dean, as directed.
• Purchases items on behalf of the Dean and staff, as directed by the Dean.
• Organizes and applies technology tools and electronic data storage for the College leadership team.
• Manages Dean's Office Assistant and mentors and coaches College Administrative Assistants in the performance of their duties.

First point of contact for external engagement with the College of Aviation. Serves as liaison between COA and facilities on matters pertaining to the Dean's suite, common areas of the Aviation Building, and at-large facility impacts for Aviation. Interfaces with the Provost's office and peer College offices on behalf of the Dean.

Serves in a leadership role for all COA staff, with a focus on staff development for all administrative staff throughout the College. Provides servant leadership for all COA staff (including those without reporting lines to the College level) through collaborative consensus building, cooperation, and collaboration towards shared goals.

• Communicates directly with the IAB on behalf of the Dean.
• Serve as primary liaison, on behalf of the Dean, to the COA Industry Advisory Board. Coordinates schedules with IAB members.
• Coordinates with the Dean on the development of IAB meeting agendas.
• Serves as host and coordinator for all aspects of IAB meetings.
• Maintains public profiles for IAB members (photos, bios) on a website.
• Maintains MS Teams site for coordinating IAB communications and providing a data repository.
• Maintains IAB contact list.

Required Qualifications

• Minimum of 5-10 years of related work experience.
• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.
• Strong written and verbal communication skills.
• Excellent customer service, problem-solving, and decision-making skills.
• Ability to multitask in a fast-paced environment.

Preferred Qualifications

• Bachelor's degree.
• Previous administrative experience within higher education.

Application Instructions

• To be considered, please include a resume, cover letter, and contact information for 3 professional references.