Senior Assistant to the Dean

About the job

Description

The Senior Assistant to the Dean provides high-level administrative, operational, and project support to the Dean of the College of Professional Studies (CPS) and the Dean’s Office. This position serves as the primary coordinator for the Dean’s schedule, meetings, communications, and office operations while ensuring efficient collaboration across academic units, university departments, and external partners. The Senior Assistant to the Dean maintains confidentiality, anticipates the needs of the Dean and Dean’s Office, and helps ensure the smooth execution of strategic priorities and day-to-day operations.

This position offers hybrid, flexible work options. The successful candidate must be able to attend meetings and regularly scheduled on-campus workdays at the Portland campus.

About The University of New England

UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.

• Up to 8% retirement plan match.

• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.

Educational benefits:

• UNE tuition waiver for employees, spouses, and domestic partners.

• UNE tuition waiver for dependents of employees with 1 year of full-time service.

• 50% tuition reduction if less than 1 year of full-time service.

For more information about our outstanding benefits, please visit: UNE Benefits Overview

Responsibilities

Dean and Dean’s Office Support

• Manage the Dean’s calendar, including scheduling meetings, events, travel, and priorities.

• Coordinate meetings across multiple colleges, departments, and external organizations to align schedules and maximize efficiency.

• Prepare meeting agendas, supporting materials, presentations, and briefing documents.

• Attend meetings as requested, take notes, document decisions, and track follow-up action items.

• Screen and prioritize incoming communications, responding independently when appropriate and routing inquiries efficiently.

• Coordinate travel arrangements and prepare travel itineraries and expense documentation.

• Assist with confidential correspondence, reports, and sensitive personnel or institutional matters.

Office Administration

• Serve as the primary point of contact for the Dean’s Office.

• Coordinate daily office operations to ensure efficiency and professionalism.

• Maintain filing systems, records, and confidential documentation.

• Manage office supply inventory and coordinate purchases.

• Coordinate visitors, special guests, and event logistics.

• Assist with budget tracking, purchasing, reimbursements, and procurement processes.

• Prepare reports, presentations, spreadsheets, and correspondence.

• Maintain calendars for recurring institutional deadlines.

• Organize electronic files and ensure accurate recordkeeping.

• Support document preparation for leadership meetings and Board presentations.

Meeting & Event Coordination

• Help coordinate retreats, and special events.

• Reserve meeting space, arrange technology needs, catering, and meeting logistics.

• Prepare and distribute agendas, meeting materials, and follow-up communications.

• Track meeting outcomes and ensure action items are completed.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.

• Three to five years of progressively responsible administrative support, preferably supporting executive leadership.

• Demonstrated experience managing complex calendars and coordinating multiple priorities.

• Excellent written and verbal communication skills.

• Exceptional organizational skills and attention to detail.

• Ability to handle confidential and sensitive information with discretion.

• Proficiency with Microsoft Office Suite and virtual meeting platforms.

• Ability to work independently while managing multiple competing priorities.

• Organize office operations and administrative processes.

• Support strategic initiatives and special projects.

• Coordinate travel and event logistics.

• Serve as the central administrative resource for the Dean’s Office.

Vaccination Statement (PLEASE NOTE)

Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.

Additional Note

This position is not eligible for H-1B visa sponsorship or STEM OPT extension.