The Administrative Assistant for the Dean’s Office at the High Point University School of Optometry provides high-level administrative and operational support to ensure the school's efficient functioning. Reporting to the Director of Administration, who reports directly to the Dean, this position is key in supporting daily operations, coordinating communications, managing schedules, and assisting with project-based work.
The ideal candidate will demonstrate strong organizational skills, attention to detail, professionalism, and discretion. This role requires a proactive approach to managing tasks, working independently and collaboratively, and a commitment to providing exceptional service to internal and external stakeholders. The Administrative Assistant serves as a key point of contact for the Dean’s Office and supports a variety of functions that contribute to the success and growth of the School of Optometry. This is a permanent full-time position.
QUALIFICATIONS:
Education:
- Associate’s degree required; bachelor’s degree preferred
- OR High School diploma with 5+ years of administrative experience within higher education
Experience and Training:
- At least 2 years of administrative experience in a professional or academic setting, with specific experience in higher education or within a healthcare-related academic program, is preferred
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic office technology
- Experience with Adobe Acrobat Pro
- Demonstrated experience managing calendars, scheduling meetings, and maintaining records.
Knowledge, Skills, Ability:
- Strong interpersonal and communication skills, both written and verbal
- Self-motivated with a proactive approach to problem-solving and a commitment to accuracy and detail
- Familiarity with university systems (e.g., Workday, Canvas, Banner, Blackboard or similar platforms) is a plus
- Excellent organizational and time management skills, with the ability to prioritize multiple tasks effectively
- Ability to work independently and ability to work collaboratively with various groups of faculty, staff, students, and external partners
- Ability to handle confidential information with discretion and professionalism
ESSENTIAL FUNCTIONS:
- Provide general administrative support to the Director of Administration and Dean, including calendar management, meeting coordination, travel arrangements, correspondence, makes copies and distributes mail to faculty and students
- Serve as the first point of contact for the Dean’s Office, managing incoming inquiries and routing requests appropriately with customer service as a top priority
- Assist in preparing, proofreading, and editing reports, presentations, meeting agendas, and other official communications
- Coordinate logistics for meetings, school events, and special projects, including room reservations, catering, materials preparation, and follow-up documentation.
- Maintain organized filing systems, both electronic and paper-based, ensuring secure handling of sensitive and confidential information.
- Collaborate with departments across campus to assist with workflow coordination, data collection, and implementation of school-wide initiatives
- Maintains inventory of office supplies and ensures supplies are kept stocked
- Submits requisitions, invoices, and reimbursements through Unimarket
- Assists faculty with travel approvals and expense reports
- Scans articles, books, other literature, and crop accordingly using Adobe Pro
- Gathers syllabi from faculty and submit to provost every semester
- Submits work order tickets for paper, toner, and ink for copier machines. Maintain printers/copiers to ensure working order
- Proctors exams when needed
- Orders course textbooks and materials from publishers for professors every fall, spring, and summer semester
- Creates textbook order excel sheet and submit to the bookstore
- Submits work order for classrooms and offices
- Uses Starfish and Blackboard Software platforms to support School of Optometry organization
- Assists faculty with any issues related to emergency or illness, like posting classroom notes if late or absent
- Provide backup support to other administrative roles in the School of Optometry as needed.
- Perform other duties as assigned to support the administrative and academic functions of the School.
ACCOUNTABILITY:
- Position reports to the Director of Administration within the School of Optometry
For more information regarding this position, please contact Kristi Benne, Director of Administration at kbenne@highpoint.edu.