Job Description

A humble college founded before Texas was a state, Baylor now stands as one of the premier institutions of higher education in the world. Baylor has continued to invest in research and doctoral education, both solidifying and elevating its unique status as a preeminent Christian research university. Baylor is among 187 R1 institutions, just 52 of which are private universities.

Since 2011, Baylor has been named as one of the nation’s “Great Colleges to Work For”. Great Colleges to Work For® is one of the country’s largest and most respected workplace recognition programs. Each year, Great Colleges recognizes the colleges and universities that get top employee ratings regarding workplace practices and policies across 10 areas. This recognition is based on faculty and staff responses to a related annual survey. The survey, conducted by ModernThink, is a way for colleges and universities to gain a deeper understanding of how their employees experience and view various aspects of the institution. This continued recognition further affirms Baylor as a rewarding place to build a career.

What We Are Looking For

The Administrative Assistant to the Dean provides essential administrative and operational support to the Dean and executive leadership within the Louise Herrington School of Nursing (LHSON). This position requires an organized, initiative-taking, and detail-oriented individual capable of managing multiple priorities and tasks in a fast-paced academic environment. The role includes a variety of responsibilities, including daily administrative operations, data administration, event and travel coordination, calendar management, communication with board members, and departmental communications. This individual will also play a key role in enhancing office efficiency and supporting the school's mission.

The Administrative Assistant to the Dean position requires in-person, daily on-site work at the LHSON Academic Building in Dallas, Texas. For select LHSON events, the Administrative Assistant to the Dean may also be required to travel to local sites, such as the Pinning Ceremony and DNP Hooding Ceremony.

A bachelor's degree and five years of administrative experience, including experience supporting senior or executive-level leadership, are required. A master's degree and seven years of relevant experience are preferred.

Skills and Abilities

Required:

• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other office management software.
• Ability to prioritize and triage requests for correspondence and meetings.
• Ability to assist with executive-level presentations, both written and visual.
• Strong attention to detail and accuracy.
• Ability to work independently and collaboratively in a team environment.
• Discretion and the ability to manage confidential information appropriately.
• Experience with travel coordination, including planning, itineraries, and expense reports.

Preferred:

• Experience with executive and/or board meeting planning and coordination.
• Prior work experience in an academic setting.

All applicants must be currently authorized to work in the United States on a full-time basis.

What You Will Do

Administrative Support to the Dean

This highly visible role requires compliance with university policies and procedures in all administrative functions; regular and punctual attendance; efficiency and stewardship; and maintaining confidentiality and professionalism in all interactions.

Daily Office and Schedule Management

• Assist the Dean with daily administrative operations.
• Serve as the primary contact for the Dean's Office, ensuring timely responses to phone, email, and in-person requests.
• Triage incoming phone calls and emails, routing requests to appropriate Associate Deans, Department Leaders, and staff team members when possible.
• Facilitate communication with internal and external stakeholders.
• Maintain the Dean's calendar, coordinating and confirming appointments, meetings, and events in alignment with the Dean's preferences and availability.
• Prioritize and organize appointments to avoid scheduling conflicts and maximize the Dean's productivity.
• Remind the Dean of upcoming meetings, events, deadlines, and commitments.
• Implement and streamline office operations, procedures, and activities to improve efficiency and productivity.
• Maintain and organize filing systems, both electronic and paper-based.
• Manage confidential information with discretion and professionalism.

Presentations and Projects

• Assist with the preparation of presentations, both written and visual, including obtaining key data.
• Analyze data and prepare reports as needed, ensuring accuracy and alignment with strategic initiatives.
• Maintain follow-up systems for pending projects, reports, and administrative tasks to ensure timely completion.
• Coordinate special meetings, including external board meetings, accreditation site visits, and clinical partner meetings.

Travel Management

• Coordinate logistics for the Dean's attendance at special events, including conferences, workshops, and board meetings, ensuring all details are addressed.
• Manage travel arrangements for the Dean, including booking flights and accommodations and preparing itineraries. Ensure travel plans follow university policies and approval procedures.
• Assist with travel reimbursements and expense reports in accordance with university procedures for the Dean.

Administrative Support for Associate Deans

• Provide general administrative support for the Associate Deans, upon request.
• Assist with requests for and receipt of external letters for faculty Tenure and Promotion.
• Provide administrative support to Associate Deans for special projects assigned by the Dean.
• Manage travel arrangements for the Associate Deans, including booking flights and accommodations and preparing itineraries. Ensure travel plans follow university policies and approval procedures.
• Assist Associate Deans with travel reimbursements and expense reports in accordance with university procedures.

Perform Other Duties as Assigned

• Perform all other duties as assigned to support the mission and goals of Baylor University and the Nursing School.
• Perform all other duties as assigned to support Baylor's mission.
• Comply with university policies and procedures.
• Maintain regular and punctual attendance.

What You Can Expect

As part of the Baylor family, eligible employees receive a comprehensive benefits package that includes medical, dental, and vision insurance, generous time off, tuition remission, and outstanding automatic retirement contributions. Baylor has a comprehensive benefits plan that supports you and your family’s wellbeing and allows you to be a part of the life of a vibrant and active college campus. To learn more, go to Baylor Benefits & Advantages.

Explore & Engage

Learn more about Baylor and our strategic vision, Baylor in Deeds. Also, explore our great hometown of Waco and the many opportunities to engage locally. If you are new to Central Texas, This is Waco!

Baylor University, a private not-for-profit university affiliated with the Baptist General Convention of Texas, is committed to compliance with all applicable anti-discrimination laws, including those regarding age, race, color, sex, national origin, military service, genetic information, and disability. Baylor complies with statutory Affirmative Action/Equal Opportunity requirements. Baylor's full official Notice of Non-Discrimination may be read online.