Executive Assistant to Dean

Job Title: Executive Assistant to Dean
Location: Clayton State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 305872
About Us

Located in Morrow, Georgia, Clayton State University is roughly 15 miles southeast of downtown Atlanta. The university offers employees an adaptable, collaborative environment that fosters professional and personal development.

The university is committed to having a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Clayton State offers multiple certificates, Associate's, Bachelor's, and Master's Degree programs, which currently enroll over 5,500 students in challenging campus and online courses.

Clayton State's main campus is situated on 214 beautiful acres in a lakeside setting just minutes from downtown Atlanta, making access to the vibrant metropolitan area swift. The Atlanta-Journal Constitution has named the university a Top Workplace in Atlanta for six consecutive years. The Chronicle of Higher Education also named Clayton State one of 79 higher education institutions across the nation in its list of 2017 Great Colleges to Work For.

Job Summary

Provides administrative support to the Dean and administrators within the Dean's Office. This support includes activities such as monitoring budgets and supply inventory; processing orders; assisting with travel planning and reimbursement submissions; assisting with course scheduling and registration as needed; making photocopies and maintaining office equipment; updating departmental marketing materials; answering incoming calls and managing customer interactions with students, staff, faculty, and other guests; coordinating and distributing mail for the Dean's Office; assisting visitors with referrals to appropriate offices and departments; and performing other duties as needed.

Responsibilities

Administrative Duties

• Provides administrative and clerical support to the Dean, Associate Dean, and other assigned administrators; prepares reports and correspondence; maintains databases, records, and filing systems; and coordinates schedules and appointments.
• Purchases office supplies and equipment for the Dean's Office and manages related expenditures.
• Maintains and reconciles P-Card transactions for the Dean's Office and designated College offices, including tracking expenditures, maintaining expenditure databases, processing invoices and reimbursement requests, assisting with quarterly budget reviews, and managing Foundation accounts and departmental budgets.
• Assists faculty, staff, and students by answering questions, providing information, locating materials, and making referrals regarding university policies and procedures.
• Maintains records of faculty development awards and notifies faculty of award selections.
• Represents the Dean's Office in a professional manner and assists other staff members as needed.

College Management Duties

• Manages student assistants, including hiring, training, scheduling, and performance evaluation.
• Assists Department Chairs with the hiring, interviewing, and training of Administrative Assistants within the College of Arts and Sciences.
• Coordinates vacation schedules for Administrative Assistants and provides backup support for departmental offices as needed.
• Submits maintenance requests and assists with the coordination of office moves within the College.
• Serves as the Building Coordinator for the Dean's Suite and other assigned areas.

Executive Duties

• Manages the Dean's calendar, schedules appointments, and coordinates college and departmental meetings involving the Dean.
• Plans and coordinates College events from start to finish and collaborates with College staff on special events and assignments.
• Assists with travel planning for the Dean and Associate Dean, arranges conference and meeting travel, and processes related expenses.
• Serves as recording secretary for Executive Council and College Faculty meetings and maintains official meeting minutes.
• Maintains budget records, tracks expenditures, verifies fund availability before processing payments, and supports financial oversight activities.
• Maintains programmatic databases and spreadsheets, ensuring accurate data entry, retrieval, and reporting.

Communication

• Answers inquiries and provides information regarding procedural matters to students, faculty, and staff.
• Serves as liaison between the Dean and Arts & Sciences faculty and staff and fosters effective working relationships within the College, the University, and external constituencies.
• Prepares correspondence and maintains detailed, accurate, and secure files and records.
• Retrieves faculty rosters, class schedules, and faculty office-hour information from academic units as needed.
• Communicates important deadlines, policies, events, and other information to faculty, staff, and students through email, postings, flyers, and other approved communication channels.
• Receives and reviews routine paperwork for the Dean's approval and routes documents to appropriate offices for processing.

Performs other duties as assigned to support the mission of the College and the University.

Required Qualifications

• High school diploma or GED and a minimum of five (5) years of administrative support experience demonstrating the knowledge, skills, and abilities required for the position.
• Proficiency in Microsoft Office applications, including Word, Excel, Teams, and Outlook.
• Demonstrated ability to work independently, prioritize assignments, and follow through on tasks with minimal supervision.
• Strong organizational, time-management, and attention-to-detail skills.
• Ability to learn, interpret, and apply State of Georgia, University System of Georgia, Clayton State University, College, and departmental policies, procedures, and practices.
• Strong written and verbal communication skills, with the ability to interact effectively with students, faculty, staff, and external constituents.
• Strong customer service skills and a commitment to providing responsive, professional support.

Knowledge, Skills, & Abilities

• Strong proficiency in Microsoft Office applications, including Word, Excel, Teams, and Outlook.
• Excellent organizational, customer service, written, and verbal communication skills, with a strong attention to detail.
• Demonstrated ability to work independently, manage multiple priorities, and complete assignments with minimal supervision.
• Ability to learn, interpret, and apply applicable State, University System of Georgia, University, College, and departmental policies and procedures.

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Institutional Values

Clayton State University will have a positive impact on the State of Georgia and beyond by serving students and the community through broadening access to high-quality education and advancing workforce development. Our statement of core values is adaptability, collaboration, excellence, integrity, and people-centered. Each Clayton State University community member is responsible for demonstrating and upholding these standards. More details on Clayton State's Statement of Core Values and Code of Conduct can be found online at https://www.clayton.edu/strategic-plan/mission-vision-values and https://www.clayton.edu/human-resources/current-employees/resources-policies

Conditions of Employment

Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by Clayton State University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre-employment drug and alcohol screening. Candidate must disclose potential, actual, or apparent conflicts of interest in compliance.

Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.

Equal Employment Opportunity

Equal opportunity and decisions based on merit are fundamental values of Clayton State University and the University System of Georgia (USG). Clayton State University prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any Clayton State University program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Clery Disclosure

This position may be considered a Campus Security Authority, CSA. A Campus Security Authority is a Clery-specific term that encompasses certain departments, groups, and individual employees who have a duty to report crimes they become aware of, as defined by the Clery Act.