Job Description

Summary:

The Administrative Assistant to the Dean’s Office is the vibrant hub of the School’s daily operations; keeping the office and building running smoothly, the Dean informed and organized, and the entire academic community of over 40 faculty and staff connected. In this role, you’ll coordinate key communications, manage fast-moving schedules, support exciting academic initiatives, and serve as a welcoming first point of contact for students, faculty, and partners. If you thrive in a dynamic environment, love bringing order to complexity, and enjoy being at the center of meaningful work that shapes the university experience, this role puts you right where the action is.

You will work in the Office of the Dean of the School of Arts, Science and Education (SASE) and serve both SASE and the Center for Doctoral Studies and Research (CDSR).

Responsibilities:

First Contact for the SASE Dean’s Office

• Helpfully answer or redirect phone calls and emails.
• Supportively aid students, faculty, and staff.
• Attentively review and update the website.

Administrative Support for the SASE Dean’s Office and CDSR

• Professionally write correspondence, reports, and special publications for the School and CDSR.
• Regularly compile operational and accreditation reports to assist the dean, department chairs, program directors with assessment and planning.
• Attentively assist academic leaders in SASE and CDSR with academic event planning and logistics.
• Proactively and routinely work with Director of CDSR to review cafe and office supply levels for the center.
• Helpfully assist the Dean of SASE and Director of CDSR with other projects as assigned.

Attend to needs of the SASE Building

• Quickly communicate the facilities and maintenance needs and requests of the SASE building occupants.
• Proactively stock and organize office supplies in the mailroom and keep copy machines stocked with paper.
• Routinely receive, sort, and distribute mail and packages for SASE faculty and staff.

Supervise Student Employees

• Carefully assign tasks and monitor working hours.
• Thoughtfully coordinate the hiring process for student employees.
• Supportively train new student employees.

Purchasing and Budget Tracking

• Accurately enter purchase requests from department chairs, program directors, and others in SASE and CDSR.
• Carefully track expenditures by departments and programs and generate monthly reports.
• Strategically assist department chairs, program directors, and others in SASE and CDSR with budget planning.

Physical & Environmental:

• Mental/Visual Demand and Physical Effort
• For normal office environment must be able to lift 25 lbs from floor level.
• Must be able to lift and maneuver normal size full file box for archival purposes.
• Must be able to occasional bend, twist, and stoop.
• Frequent typing of computer keyboard.

Qualifications:

Education:

• Some College is required.
• A bachelor’s degree is preferred.

Skills & Abilities:

• Strong written and verbal communication skills for representing the school internally and externally.
• Strong organizational and project management skills with attention to detail.
• Experience with Microsoft Office applications and able to learn new software quickly.
• Experience generating purchase requests and following budgets.

The ideal candidate is:

• Deeply committed to student success and the Mission of D’Youville University.
• Welcoming and focused on finding ways to assist to students, staff, faculty, and visitors.
• Thoroughly organized, self-directed, and able to prioritize tasks.
• Quickly able to regroup and return to a task after an interruption.

Work Remotely – No

Work Location: Buffalo, NY

Job Type: Part-Time, Non-Exempt

Pay: $26,000-$28,080 Annually

Additional Salary Information

The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.

About D'Youville University:

Shaping the Future of Education at D'Youville University

D’Youville University, a nationally ranked private university in Buffalo, New York, is transforming lives through a unique blend of academics and holistic development. Committed to promoting a health mind, body, and spirit, D’Youville empowers individuals to realize their potential, thrive in their careers, and make meaningful contributions to society.

A Dynamic and Purpose-Driven Community

Located on Buffalo’s vibrant West Side, just blocks from a bustling downtown, D’Youville University is deeply embedded in an energetic, diverse urban landscape. Under the visionary leadership of President Lorrie Clemo, the university is undergoing an exciting evolution, with innovative initiatives designed to meet societal needs, elevate student experiences, expand career readiness, and solidify our role as a leader in 21st-century education.

A Place for Growth and Innovation

D’Youville University offers education across health sciences and business, with a range of degree levels, advanced certificates, accelerated paths, and community-engaged learning experiences. Our dedication to preparing students for successful careers is showcased in our national ranking for social mobility making us the top private university in the City of Buffalo.

Why Work with Us?

As a D’Youville University Saint, you’ll be joining a collaborative, innovation-driven community committed to academic excellence, social responsibility, and transformative growth. When you join our team, you’ll have the opportunity to contribute to a university making a real difference—for our students, our community, and our world. Explore the possibilities at dyu.edu.

All job offers are contingent upon legal authorization to work in New York State as determined by the NYS Department of Labor.

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