Faculty Assistant and Assistant to the Office of the Dean

Under the supervision of the Manager of the Dean of Faculty Office, the Faculty Assistant and Assistant to the Office of the Dean provides administrative and operational support to the Office of the Dean of Faculty, and to undergraduate faculty. The position requires strong organizational skills, professionalism, reliability, and a proactive, service-oriented approach in support of the daily operations of the Dean of Faculty Office and Faculty.

JOB DESCRIPTION:

Essential duties include but are not limited to:

• Provide administrative support to faculty, including assistance with navigation of institutional systems such as Microsoft Office Suite and Workday, as well as copies and scans, keycard access, and facilities requests. 
• Serve as assistant to the Manager and proactively support the daily operations of the office, carrying out assigned responsibilities with professionalism, discretion, and attention to detail.  
• Serve in a front-facing role for the Dean of Faculty Office, responding to calls and inquiries and directing requests appropriately, and helping maintain the flow of scheduled meetings.
• Assist with planning and coordinating assigned events, including scheduling, catering arrangements, flyer creation, and Microsoft Forms or survey development.
• Ensure the Dean of Faculty Office is open, organized, and prepared to support faculty and office operations at the start of the workday.
• Assist with oversight of the shared office resource area, including coordination of supply inventory and printing resources. 
• Coordinate and schedule meetings and assist with drafting and preparing correspondence as directed by the Manager of the Dean of Faculty Office. 
• Assist with maintaining paper and electronic files of correspondence, records, and other documents. Prepare, copy, and scan materials, as assigned.  
• Assist with scheduling and maintaining the Dean of Faculty conference room.
• Assist with improving office processes and procedures to support efficient office operations. 
• Perform additional duties as needed at the direction of the Manager of the Dean of Faculty Office.

Minimum Qualifications:

Education

• College degree or equivalent combination of related experience, training, or certifications.

Work Experience

• A minimum of six (6) months to one (1) year of administrative, service-oriented, or people-focused experience in a corporate, public facing, or academic setting preferred.

Competencies/Skills

• Working proficiency with standard office software (e.g. Microsoft Word, Excel, Outlook, Google) and ability to learn additional systems and applications. 
• Ability to draft professional correspondence with attention to tone, clarity, and intended audience. 
• Strong proofreading and attention to detail.
• Ability to research, gather, and organize information effectively.
• Strong organizational skills with the ability to manage multiple tasks and priorities with accuracy and efficiency.
• Ability to maintain strict confidentiality when working with sensitive information.
• Demonstrates a collaborative approach when working with others.
• Excellent interpersonal and communication skills with a strong service orientation when interacting with faculty, staff, students, and visitors.
• Ability to maintain professional interactions while upholding appropriate boundaries. 
• High ethical and professional standards.

Physical Demands:

• The position requires light physical effort.  Frequent mobility and/or sitting for extended periods of time.  Requires manual dexterity to operate computer keyboard, calculator, copier machine and other office equipment.  The position typically may require moving and lifting objects up to 20 pounds or helping to set up canopies and display equipment.  The position requires close vision (clear vision at 20 inches or less) abilities.

Environment:

• Indoor work environment with occasional outside exposure.
• Occasional exposure to unpleasant elements such as noise, heat, cold and/or dust.

Additional Notes:

• Soka University of America retains the discretion to add or change the duties and responsibilities of this position at any time.
• This position is available to all qualified and able candidates, regardless of gender, age, ethnicity, religion, sexual orientation, or disability.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employment is contingent upon the completion of a successful background check.

Candidates should demonstrate responsiveness toward and understanding of diverse student backgrounds. The successful candidate will demonstrate a commitment to the university’s mission to develop global citizens. Having the ability and willingness to work collegially is essential, as is an understanding of an interdisciplinary liberal arts curriculum.

Application Requirements

Must submit the following to be considered:

• letter of interest for this position
• resume
• three professional references 

Weekly Hours

40

Anticipated Hiring Range

$47,000–$52,000

The anticipated hiring range for this position is listed above. Compensation ranges are based on several factors including job function, experience and geographic location. Final offer amounts are determined by multiple factors including candidate experience and expertise, and may vary from the range listed here.