Academic Administrative Assistant

As an academic administrative assistant, you will support an assigned department and the office of academic services under the supervision of the senior vice president, vice president, and the assigned school’s dean or associate dean. You will coordinate with leaders and other internal offices, distribute communications, and organize meetings—including preparing agendas, reserving spaces, and recording and transcribing minutes. You will also handle all travel requests and manage schedules for the dean or associate dean and assistant or associate chairs. Additionally, you will organize departmental communications related to the dean or associate dean, support their networking efforts, and help track department budgets and purchase requisitions.

In this role, you will contribute to the university’s strategic plan and priorities, coordinate support for assigned schools, and maintain comprehensive project timelines to achieve measurable goals and deadlines. You will manage the dean's or associate deans’ calendars and schedules, ensure excellence in operational procedures, and efficiently screen all inquiries. Among other duties, you will foster a positive, professional office environment, serve as a representative of the office during all interactions, and greet visitors. You will also gather research and school-related data for reports and documents, organize all files for documentation, and annually collect faculty curricula vitae. Additionally, you will engage in professional development activities and attend quarterly department meetings.

In this position, you will prepare quarterly teaching assignment rosters, coordinate with human resources (HR) about new-hire interviews, and handle official department errands. You will collect and review all documents submitted for the quarterly curriculum council to ensure approval from the associate dean before submission, and attend department events. Additionally, you will manage attendance tracking, oversee professor comments, and collect student work. Among other duties, you will prepare new program executive summaries, course revisions, and other required documents. You will also assist with the completion of student course evaluations as assigned by academic services and institutional effectiveness.

As an administrative assistant, you will engage in professional development activities, support all accreditation and recruitment efforts, and collaborate with various internal departments to quickly address student concerns. You will provide academic content to the creative direction, public relations (PR), and marketing teams for promotional purposes. Additionally, you will coordinate quarterly departmental reports to ensure compliance with the SCAD style guide and file them with the appropriate department. You will also work with the institutional effectiveness office and academic departments on award and ranking submissions, and coordinate with the travel office and purchasing department on all travel-related matters for conferences.

In this role, you will ensure that all buildings within your assigned school display the best student work and are ready to host visitors. You will also assist academic departments with scheduling, policies, and procedural questions. Additionally, you will help students with their questions about academic policies by directing them to the appropriate office and share university achievements and accolades with guests to highlight why SCAD is the preeminent source of knowledge in the disciplines we teach. Among other duties, you will coordinate with the communications manager and public relations on all projects related to the promotion of your assigned school.

The ideal candidate demonstrates excellent communication, organizational, and project management skills. The candidate understands, follows, and clearly communicates all university policies and procedures. They show a commitment to discipline, honesty, and integrity. Additionally, they take initiative to stay focused and work proactively to stay ahead of schedule.

Minimum qualifications :

• Bachelor’s degree
• At least two years of related project management experience
• Demonstrated success working with executive-level personnel

Familiarity with Microsoft Office Suite, Banner, or a similar database

Preferred qualifications :

Certificates, licenses, and registrations :

Travel required :

Work hours :  The university work week is Sunday through Saturday. Most offices are open Monday through Friday 8 : 30 a.m. to 5 : 30 p.m. To accommodate business needs, employees may be assigned to other workdays and / or hours, including weekends and evenings.

ADA tag : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and minimum qualifications listed are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions and / or meet the minimum qualifications.