Assistant to the Dean

Georgia State University - Atlanta, GA

Full-time - Entry Level

Atlanta, GA

Educational Services

About the position

The University Library is seeking to hire an Assistant to the Dean on a full-time basis at our Atlanta campus. The scope of the responsibilities will include these essential duties but is not limited to the following:

Responsibilities

• Manages daily operations of the Library Administrative Office, including oversight of the front office and serving as the first point of contact for the Dean.
• Supervises administrative assistants and student assistants.
• Provides administrative support for the Dean and Associate Deans.
• Manages and coordinates special projects for the Office of the Dean.
• Schedules and supports meetings convened by the Dean or Associate Deans, as directed: prepare agendas, distribute materials, and arrange logistics for regular meetings; draft and distribute minutes; track items for follow-up.
• Handles incoming calls, emails, and correspondence.
• Manages the LAO's shared drive and other systems to efficiently archive, retrieve, and store documents.
• Manages annual statistical reporting processes on behalf of the University Library.
• Provides backup for duties of the Administrative Assistant.
• Oversees logistical coordination for library events, including meetings and conferences.
• Liaises with vendors and service providers for event execution.
• Manages event budgets and expenses.
• Books rooms and determines catering needs.
• Coordinates with the library's Director of Communications for event marketing.
• Oversees event venue setup.
• Supports Dean and Associate Deans in planning travel itineraries.
• Ensures necessary travel documents are prepared.
• Collects and organizes travel-related receipts and completes reimbursement forms for LAO administrators and staff.
• Assists GSU and community members in navigating library resources and services.
• Addresses and resolves inquiries and issues.

Requirements

• Bachelor's degree and four years of related experience; or a combination of education and related experience.

Nice-to-haves

• Excellent customer service skills
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise discretion
• Excellent problem-solving skills
• Event planning and coordination experience
• Experience in higher education administration
• Knowledge of library operations and services
• Familiarity with financial processes and budget management