Executive Assistant to the Dean

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Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.

Position Summary:

Florida Atlantic University is seeking an Executive Assistant to the Dean of the Graduate College - Boca Raton, FL.

Under the general supervision of the Dean and Associate Dean, this position serves as both their executive assistant and coordinator of special projects as assigned by the Dean. Provides administrative support to the Dean and Associate Dean, including day-to-day office operations involving the Dean, managing calendars, scheduling, and coordinating meetings, preparing agendas and handouts, coordinating event registration, and assisting with approvals in Workday.

Summary of Responsibilities:

• Provide administrative support to the Graduate College, including coordinating, and implementing various processes for efficient execution while serving as a liaison and point of contact between internal and external stakeholders related to Graduate College matters.

• Work closely with Graduate College leadership to establish and maintain administrative policies, ensuring consistency and compliance with the Provost’s Office and University guidelines, regulations, and policies. Establishes and documents operational backup processes for each unit.

• Collaborates with Graduate College units to streamline processes, enhance efficiency, and optimize administrative resources, providing recommendations to unit leaders for continuous improvement.

• Develops, documents, and maintains workflows related to the Dean or Associate Dean’s role as the Provost’s designee for final decisions on university regulation cases, ensuring compliance and consistency with institutional policies.

• Organizes and coordinates Graduate Programs Committee (GPC) and University Graduate Council (UGC) meetings, including scheduling, agenda preparation, and document review. Trains committee members on policies related to program curriculum requests.

• Maintains and disseminates meeting minutes, policy changes, and program updates to relevant stakeholders.

• Serves as an HR recruiting partner, supporting recruitment and employment processes while maintaining the highest level of confidentiality. Collaborates with the Business Office to facilitate onboarding process and training of new staff hires.

• Serves as a timekeeper for the College, overseeing time reporting and compliance with university policies.

• Plans and coordinates the Responsible Conduct in Research (RCR) workshop series each semester in collaboration with the Division of Research’s Research Integrity office and external partners.

• Tracks and provides updates on minor/major/special projects assessing resource needs.

• Manages facility maintenance work orders, and coordinates with Facilities for office cleaning, repairs, and upkeep, including maintenance of golf carts. Oversees office supply and equipment management, ensuring adequate inventory, availability, and functionality to support daily operations.

• Develop and implement a clear protocol for escalating student concerns requiring a direct meeting with the Dean (e.g., appeals, policy exceptions, complaints, grievances), while adhering to FERPA and other privacy regulations.

• Maintains a centralized resource hub with up-to-date policies and procedures, such as academic progress, funding policies, and leave of absence processes.

• Monitors office safety protocols, ensuring compliance with university regulations. Maintains and updates emergency plans, promoting a safe and prepared work environment.

• Maintains a centralized log of all physical keys, building card access, key codes, tracking issue and return dates, and assigned users. Performs periodic audits to verify key inventory and ensure accountability.

• May support unit leaders with specific tasks or special projects as needed.

• Performs other job-related duties as necessary.

FAU Benefits and Perks

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers:

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more.

• State retirement options including tax-deferred annuities and Roth 403(b) plans.

• State employees Public Service Loan Forgiveness (PSLF) program.

• Sick Leave Pool Program.

• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).

• Paid Community Engagement Volunteer Service Day

• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php

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Minimum Qualifications:

Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience required.

Salary:

$55,000 - $59,000 per year.

College or Department:

Graduate College

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.

Application Deadline:

2025-06-30

Special Instructions to Applicant:

This recruitment has been reopened; all previous applicants are still under consideration and need not reapply. This position may close without prior notice.
APPLICATION DOCUMENTS REQUIRED:
Resume
Cover Letter
OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.
PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.

REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email [email protected] or call the Office of Civil Rights and Title IX at (561) 297-3004.
As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.