Administrative Assistant

The Dean’s Assistant will provide comprehensive executive, operational and administrative support to the Office of the Dean in the School of Engineering, Architecture and Aviation (SEAA). This position serves as the primary front-facing representative for SEAA, handling daily administrative workflows, answering inquiries from students, faculty and staff, coordinating schedules, and processing routine administrative and executive transactions to ensure smooth daily operations across the multiple SEAA disciplines. The successful candidate will report directly to the Dean.

Examples of Duties

• Executive Support: Assist the Dean with the daily operations of the Office of the Dean.
• Meeting Administration: Prepare detailed meeting minutes, manage schedules, and organize agendas.
• Stakeholder Liaison: Communicate effectively with a diverse network of administrators, faculty, staff, and external entities.

Departmental Clerical and Office Support

o Front Office Reception: Greet visitors, answer phone lines, and triage incoming emails for the three engineering departments and the Dean’s Office, routing inquiries to the appropriate faculty or staff.

o Mail and Supply Logistics: Receive, sort, and distribute incoming mail and packages; monitor, order, and restock general office and copy room supplies for all three departments.

o Filing and Data Entry: Maintain organized digital and physical filing systems for departmental records; perform routine data entry into university databases.

o Facilities Coordination: Submit and track routine maintenance requests and facility work orders for offices, classrooms, and shared department spaces.

Student and Faculty Customer Service

o Student Navigation: Guide undergraduate and graduate engineering students toward standard academic forms (e.g., add/drop, major declarations, graduation checklists) and direct them to appropriate academic advisors.

o Faculty Support: Assist new faculty and adjunct instructors with obtaining office keys, campus IDs, syllabi templates, and general office orientation.

o Event Assistance: Provide hands-on clerical and logistical support during major school events, such as engineering career days, graduation receptions, and student orientations.

o Confidentiality and Compliance: Handle all student records, grades, and faculty data with strict confidentiality in alignment with university policies and FERPA guidelines.

Schedule and Academic Coordination

o Calendar Assistance: Maintain the basic operational calendar for the Dean’s Office.

o Meeting Logistics: Coordinate logistics for meetings, including ordering catering, setting up basic AV equipment, and distributing agendas.

o Travel Arrangements: Assist the Dean’s Office with routing standard travel authorizations and processing routine expense reimbursements.

• Prepare presentation materials including power point presentations and handouts
• Collect and disseminate SEAA-related information
• Other duties as assigned by the Dean

Typical Qualifications

• Education: Bachelor’s degree is required.
• Experience: 3 (three) years of administrative assistance experience and/or professional office training or experience, ideally in an education or fast-paced team environment. Experience working at Hampton University is a plus.
• Technical Skills: High proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel) and an aptitude to learn and work within the Banner system and ability to quickly learn university-specific databases and purchasing systems.
• Core Competencies: Outstanding customer service skills along with strong oral and written communication capabilities. Strong organization skills and attention to detail; friendly, professional customer service demeanor; ability to multi-task and switch between tasks for different departments seamlessly.

Tagged as: Employment