Administrative Assistant to Dean of Admissions

Position: Administrative Assistant to the Dean of Admissions - McDaniel College
Job Description:

The Enrollment Management Division is a dynamic, high-performance division that plays an essential role in the mission of McDaniel College. The Administrative Assistant to the Dean of Admissions and Financial Aid provides reliable administrative, scheduling, and operational support that ensures the Dean's work is organized and that admissions and financial aid initiatives move forward efficiently. This position manages the Dean's calendar, prepares correspondence and meeting materials, coordinates agendas and minutes, and assists with routine inquiries that come to the Dean.

The Administrative Assistant helps the Dean stay current on deadlines, organizes information needed for decision-making, and supports the flow of communication between the Dean and campus partners.

In addition to direct support for the Dean, the position assists with administrative processes connected to admissions and financial aid operations, including coordinating searches, organizing materials for retreats, assisting with the development of presentations and reports, and supporting the preparation of data summaries. The Administrative Assistant maintains essential office records, submits work orders as needed, processes invoices, and helps ensure that supplies, files, and departmental materials are well organized.

The role also provides logistical support for meetings and events involving the Dean, including scheduling, distributing materials, recording minutes, and coordinating follow-up actions. When directed, the Administrative Assistant may assist with administrative tasks that intersect with the Dean's responsibilities. Overall, this position supports the effective functioning of the Dean's office by maintaining order, consistency, and clear communication in a busy admissions environment.

Responsibilities

* Provide general operational support for the Dean;

* Update daily reports for review;

* Reconcile monthly credit card statements and reimbursement requests;

* Reconcile and submit car rental invoices for prompt payment;

* Responsible for managing the dean's calendar, schedules individual and group meetings as requested, including room reservations and meeting preparation, planning and follow up;

* Prepare correspondence, presentations, and materials for the Dean as needed;

* Develop and distribute agendas, record minutes, and track follow-up actions for meetings involving the Dean;

* Oversee the scheduling of annual reviews and submission according to the college and divisional calendar;

* Serve as a point of contact for routine inquiries directed to the Dean's office, ensuring timely and accurate responses;

* Assist with searches by communicating with candidates, coordinating schedules, assembling materials, and supporting related logistics;

* Collect, organize, and prepare data or reports at the Dean's direction;

* Maintain office records, files, and documentation for the Dean's use;

* Process invoices, monitor related budget items, and submit work orders as needed;

* Coordinate ordering and maintenance of office supplies when requested;

* Provide administrative support for committees, working groups, and meetings associated with the Dean, including scheduling and document preparation;

* Make travel arrangements for the Dean as required;

* Responsible for maintaining calendar of requests for vacation, time off, FMLA, and sick leave for all personnel reporting directly to the Dean; approve timecards.

* Assist with administrative tasks that relate to the Dean's responsibilities.

* Support planning and logistics for events or activities involving the Dean, including retreats.

Miscellaneous Duties

* Be a collaborative and contributing member of the team

* Performs other duties as assigned

Requirements:

Minimum Qualifications

* High school diploma required.

* A minimum of 5 years of experience in an administrative role is strongly preferred; 2 years is required.

* A strong commitment to delivering thoughtful, courteous, and responsive customer service in all interactions, representing the Dean's office with warmth, professionalism, and discretion.

* Strong working knowledge of Microsoft Office, including demonstrated…