Administrative Assistant to the Assistant Dean

LOCATION: Wayland Baptist University (WBU) – San Antonio Campus 

SUPERVISED BY: Assistant Dean 

POSITION CLASSIFICATION: Non-Exempt 

POSITIONS SUPERVISED: None 

GENERAL RESPONSIBILITIES

The Administrative Assistant provides administrative and clerical support to the Assistant Dean in support of academic and operational functions for the San Antonio campus. This position coordinates faculty-related processes, maintains academic records, supports scheduling and reporting, and serves as a key point of contact with main campus departments. The role requires strong organizational skills, sound judgment, professionalism, and the ability to handle confidential information in accordance with university policy and applicable laws.

SPECIFIC TASKS AND DUTIES

1. Input and maintain academic schedules within the university’s student information and enterprise systems; distribute, track, and follow up on electronic teaching agreements and instructional contracts.
2. Develop and process contracts and pay authorizations for adjunct faculty using digital workflow and approval systems.
3. Oversee syllabus collection, review, and maintenance using an electronic document management or learning management system.
4. Assist in planning and coordinating faculty meetings, including maintaining faculty rosters, arranging meeting logistics, and coordinating catering as needed.
5. Communicate with main campus departments on behalf of Assistant Dean regarding academic operations such as instructional materials, faculty contracts, and faculty qualifications.
6. Support faculty and staff in the coordination and oversight of teaching functions and instructional responsibilities.
7. Organize, maintain, and update faculty records within a secure electronic database or recordkeeping system.
8. Assist with general office operations including written correspondence, course evaluations, term schedules, and commencement-related tasks.
9. Maintain shared digital calendars of deadlines and events while managing multiple schedules and priorities.
10. Generate, maintain, and review reports related to academic sessions, faculty assignments, and operational performance.
11. Gather and organize data and research to support projected annual and biennial course rotation and scheduling needs.
12. Answer phone calls professionally, route inquiries appropriately, and ensure a high standard of customer service.
13. Provide a welcoming and professional presence on campus, on the phone, and in electronic correspondence.
14. Assist in promoting Wayland Baptist University to faculty, staff, students, and other key audiences.

The above statements do not represent an exhaustive list of all responsibilities. Employees may be required to perform other related duties as assigned by Assistant Dean.

MINIMUM QUALIFICATIONS

Education:

• High school diploma or GED required; emphasis on office administration or management preferred.
• Associate’s degree in business or a related field strongly preferred; equivalent combinations of relevant education and experience may be considered.

Experience and Knowledge:

• Commitment to Christian Higher Education and alignment with the mission and values of Wayland Baptist University and the Baptist General Convention of Texas.
• Experience in a university or comparable administrative environment.
• Experience supporting administrative leadership and managing professional relationships.
• Experience coordinating meetings, events, or academic activities.
• Experience working with electronic records, data entry, reporting, and office systems.

Skills and Abilities:

• Ability to handle confidential and sensitive information with discretion and professionalism in compliance with university policies, FERPA, and applicable laws.
• Excellent customer service skills with a professional and courteous demeanor.
• Strong organizational, administrative, and time-management skills.
• Ability to manage multiple priorities and meet deadlines with accuracy.
• Proficiency with current Microsoft 365 applications (Word, Mail Merge, Excel, Outlook, Access PowerPoint, Teams) and familiarity with cloud-based collaboration and recordkeeping platforms.
• Effective verbal and written communication skills, including active listening.
• Ability to work independently, solve problems proactively, and collaborate effectively within a team.
• Attention to detail, flexibility, and willingness to adapt to changing priorities and occasional extended hours as needed.

CONDITIONS OF EMPLOYMENT

Employment is subject to an introductory period to evaluate performance. The position requires the ability to work in an office environment with extended periods of computer use and occasional outdoor duties. Flexible work hours may be required based on operational needs.

Employees must provide documentation verifying identity and employment eligibility within three (3) days of hire as required by federal law. Some travel may be required. A valid driver’s license and satisfactory driving record are required. Employment is contingent upon completion of a background check and, if requested, a drug screening.

Reasonable accommodations will be made for individuals with disabilities in accordance with the Americans with Disabilities Act of 1990.

AN EQUAL OPPORTUNITY EMPLOYER