Administrative Assistant & Events Coordinator

The Administrative Assistant & Events Coordinator to the Dean of Student Services provides comprehensive administrative, event, and operational support to the Dean and the Office of Student Services. This role requires a high level of professionalism, discretion, and adaptability, with frequent interaction across students, faculty, staff, and external partners.

• Administrative Support
  • Manage the Dean's calendar, schedule meetings, and coordinate logistics
  • Serve as the first point of contact for the Dean, handling communications with faculty, staff, students, and external organizations
  • Prepare correspondence, reports, mailings, and other documents; maintain confidential files and records
  • Screen and respond to telephone, email, and in-person inquiries with professionalism and discretion
  • Process invoices, payments, reimbursements, and supply orders for Student Services, Admissions, and the Registrar
  • Approve and manage timesheets, schedules, and assignments for work-study students
• Event & Project Coordination
  • Plan, organize, and execute high-profile institutional events including Commencement, White Coat Ceremony, Match Day, Orientation, Accepted Students Day, Senior Week, Residency Fair, and other campus-wide activities
  • Coordinate logistics such as venue selection, catering, décor, vendor communication, volunteer management, and promotional materials
  • Set up and manage event spaces, ensuring smooth execution of all details
  • Create and design event promotional materials, signage, and backdrops
• Student Engagement & Campus Programs
  • Coordinate student involvement programs including Big Brother/Big Sister and Student Ambassadors
  • Create and review Student Ambassador applications, host interviews and trainings, and assign ambassadors to tours, interviews, and campus events
  • Host events for Student Ambassadors and the general student body
  • Participate in the Wellness Committee, supporting the planning and execution of campus wellness events
  • Act as a welcoming presence in the Student Services Office—greeting visitors, students, and guests
• Admissions Support
  • Assist with the admissions process, including applicant communications, interview scheduling, ordering meals for interview days, and conducting campus tours when needed
  • Order and manage admissions merchandise and promotional items

Education/Experience

• Associate's degree required
• Two (2) or more years of administrative experience

Knowledge/Skills/Abilities

• Strong organizational and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Exceptional attention to detail and professionalism.
• Commitment to student engagement and campus community building.
• Discretion and sound judgment in handling confidential information.
• Proficient use of the Microsoft office suite