Administrative Coordinator, Office of the Dean

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Job Description Summary

Job Description

About the Role

Essential Functions:

• Provides direct administrative support to the Senior Associate Dean of Academic Programs, the Executive Director of the Center for Private Business and the Executive Director, DEI.
  • Provides overall meeting support
    • Supports the preparation and distribution of agendas, meeting materials and follow-up actions for meeting
    • Coordinates logistics for internal and external meeting, including room reservations, catering and necessary equipment/supplies set-up
  • Supports processing of incoming and outgoing materials, data entry, filing, copying, mailing, etc. with attention to detail
  • Maintains calendars, schedules meetings and appointments, aligns schedules of internal and external meeting participants, providing timely reminders and updates as needed
  • Schedules travel, including airline reservations, car rental, hotel reservations, etc. as needed
  • Manages Workday tasks including P-Card charges and reimbursements
• Serves as the primary process owner for School of Business learning accommodations related to extended time testing (proctoring)
  • Secures and assigns proctors for testing sessions; Recruits and trains graduate students to proctor exams
  • Manages scheduling for extended-time exams (proctoring schedule), arranges and reserves suitable locations for testing and ensures all necessary materials and accommodations are in place
  • Communicates with proctors and program administrative coordinators
• Provides event management support as needed
  • Coordinates with Administrative Operations Coordinator on School-wide events (Fall Welcome Back Reception, Winter State of the School Update & Celebration, Spring Reception, etc.)
  • Provides administrative and event support as needed for Office of the Dean activities/events (i.e., RIDE, BOV/BOT)
  • Provides planning and administrative support for retreats and events, on or off campus, as needed by the Office of the Dean
• Greets visitors to the Office of the Dean, determines needs, directs accordingly and responds to general inquiries in a pleasant, efficient and professional manner
• Tracks, orders and maintains office materials and supplies ensuring inventory is adequate and available

Other Functions:

• Serves as backup support for the Executive Assistant to the Dean
• Other duties as assigned

Required Education, Knowledge, Skills, Abilities:

• Associate's degree and at least three years of relevant experience, or an equivalent combination of education and related experience
• General knowledge in office management techniques, practices and procedures
• Proficiency in technical and computer skills including Microsoft Office; Outlook; Google Drive, Zoom, plus operation of standard office equipment.
• Exceptional written and verbal communication skills; strong command of grammar and English usage in professional business communications which includes accuracy in proofreading, composing correspondence, editing, and typing.
• Exceptional interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to manage and maintain confidentiality of records and sensitive information.
• Ability to make administrative and procedural decisions on sensitive, confidential issues.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor's degree
• Experience in higher education
• Experience with Workday

Accountabilities:

• Responsible for own work.
• May direct work of student workers (Proctors)

Physical Requirements:

Work primarily involves sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions:

Climate controlled, office setting.

Additional Job Description

About Us

Wake Forest University

Wake Forest University is a private, coeducational institution dedicated to academic excellence in liberal arts, graduate, and professional education. With over 5,400 undergraduates and 3,400 graduate and professional students, the student-faculty ratio is 11:1. Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the Atlantic Coast Conference (ACC). Since its founding, the University has adopted the motto Pro Humanitate, which is exemplified by a deep institutional commitment to public service and engagement with the world. For more information, visit: https://about.wfu.edu/.

Wake Forest University is located in Winston-Salem, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina. A family-friendly city with high quality schools, a wide selection of restaurants and shops, outdoor recreational activities, and numerous special events, it is known for its vibrant and thriving arts and innovation scenes. Residents enjoy proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, and a very reasonable cost of living. Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a small town. For more information, visit: www.visitwinstonsalem.com.

The School of Business

The AACSB-accredited, nationally ranked Wake Forest University School of Business offers undergraduate academic programs in Accountancy, Finance, Business and Enterprise Management, and Mathematical Business as well as graduate programs encompassing the Master of Science in Accountancy (MSA, Online MAcc), Master of Science in Business Analytics (MSBA, on-ground and online), Master of Science in Management (MSM), and Master of Business Administration (MBA - on-ground, hybrid and online). Courses are offered at the beautiful home campus in Winston-Salem, the Wake Forest University Charlotte Center, and/or online depending upon the chosen program.

Wake Forest University continues to rank as a top school for undergraduate business education (ranked #21 by Poets & Quants for Best Undergraduate Business Programs in 2022). Wake Forest MSA students have earned the #1 CPA Pass Rate more than any other school in the past 20 years, and the MSA Program has been listed as a "Top 20 Program" by the Public Accounting Report. For 2023, U.S. News & World Report ranked the part-time MBA Program #1 in North Carolina and #19 in the nation while The Economist ranked the MSM Program as #2 in Career Opportunities and #5 overall for 2021. For more information about the School of Business, visit: https://business.wfu.edu/.

Farrell Hall and the Charlotte Center

Located on the main campus of Wake Forest University, Farrell Hall is an inspiring, four-level, 130,000-square foot structure featuring state-of-the-art technology and groundbreaking design to create an environment in which faculty-staff-student engagement and interaction thrives.

Located in the heart of uptown Charlotte near some of the city's most influential businesses, the 30,0000 square foot WFU Charlotte Center houses our on-ground and hybrid MBA Programs.

To learn more about careers at Wake Forest University, the Winston-Salem community and our other locations and entities, please visit our Career Site at https://hr.wfu.edu/careers/

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Time Type Requirement

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.