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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.

  T he Graudate College at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves.

  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 (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service)

• Flexible work arrangement plans

• 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 (https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf)

• 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

  Explore Living in Palm Beach County

  The goal is to provide local employers and new employees in the area a comprehensive guide with places to live (https://bdb.org/data/housing/) .

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:

2025-04-03

Special Instructions to Applicant:

This this position eligible for flex scheduling under the discretion of the supervisor.

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 accommodate@fau.edu 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.

Florida Atlantic University is where your future begins.

With over 30,000 students from all 50 states and over 180 countries, 21 intercollegiate teams, 180 plus degree programs, and an administration that thrives on discovery and excellence, Florida Atlantic University is pushing the boundaries of higher education. At FAU, the faculty and staff are trailblazers and innovators with a passion for finding creative solutions while advancing science, art and technology in all disciplines. Student success, excellence and community engagement are some of our highest values as a university. These values are prominent throughout FAU's community and are essential to the employee experience. FAU is committed to the principles of engaged teaching, research and service, and reflects this commitment as a key Platform in its 2015 - 2025 Strategic Plan. Our work environment is a hub of cultures from across the nation and the world, making FAU a place where collaboration flourishes. All persons aspiring to achieve excellence in the practice of these principles are encouraged to apply.

To learn more about the vision and mission of FAU, please visit: www.fau.edu

In order to be considered for a position, you must apply through this job website. For more information on how to apply for a position, please review the applicable Applicant Tutorial (http://fau.edu/jobs/applicant-resources/) . To contact Recruitment Services, send an e-mail to jobs@fau.edu.

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.

Clery Act Information (https://www.fau.edu/police/clery.php)

Florida Statute 1010.35 - Screening Foreign Researchers

Pursuant to Florida law, any applicant or student seeking employment in a research or research-related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non-university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application).

Florida Atlantic University is an equal opportunity/affirmative action/equal access institution and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veterans status or any other characteristic protected by law.

Individuals with disabilities requiring accommodation, please call 561-297-3057. For communication assistance, call 7-1-1.