Administrative Assistant - Dean, School of Smith College of Liberal Arts

Job Title: Administrative Assistant - Dean, School of Smith College of Liberal Arts
Position No.: PROF-FT-DSCL-06032014
Department(s):   School of Smith College of Liberal Arts
Reports To: Dean, School of Smith College of Liberal Arts
Job Status: Exempt

Position Summary:

This is a full-time, exempt status position. The successful applicant will be responsible for performing administrative, secretarial and general office functions for Smith College of Liberal Arts

Job Responsibilities:

  • Maintenance of calendar for the Dean of Smith College of Liberal Arts.
  • Preparation and maintenance of the academic class schedules for the Honors College and Smith College.
  • Maintain a real-time budget for Smith College and submit all proper paperwork related to faculty and program payments, purchase orders and check requests to dean on a timely basis.
  • Provide a high level of personalized service to inquiries and applicants for the Honors College and Master of Liberal Arts Program. 
  • Gathers information on graduate inquiries and inputs into databases for mailings and communications. 
  • Educate prospective students regarding admission policies and procedures.
  • Greet visitors/guests/students in a courteous and professional manner, determines their needs and either provides the appropriate information or directs them to the appropriate person or department.
  • Reviews content of graduate admissions web pages; updates to ensure  information reflects current marketing message, policies and practices, makes recommendations for revisions to ensure accuracy and optimal delivery of information.
  • Respond within 24 hours to all inquiries about the MLA graduate program an Honors College and enter into Recruiter
  • Assist dean and directors (Honors College, MLA) with new student orientation and information receptions
  • Assist new students in registration and university policies (attends registration events)
  • Assist program directors in recruitment of new students.  This may include evening and weekend duties.
  • Assist in preparing recruiting materials.
  • Provide weekly update of applicants to the program directors.
  • Coordinate supporting documentation for graduate scholarships
  • Track provisional students for the first year of matriculation
  • Arrange admission interviews, if applicable
  • Arrange exit interviews, if applicable
  • Schedule and assist the Honors College Director with oral or comprehensive exams, if applicable
  • Assist with the maintenance and review of all handbooks and manuals pertaining to the graduate program
  • All other duties as assigned by the dean


College degree preferred, High School diploma / GED equivalent, with a minimum of two year of general secretarial/clerical experience will be considered. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required to successfully handle this position.
  • Must be computer literate, especially in the use of Microsoft Windows, Word and Excel
  • Possess skill and knowledge of Banner, Argos, and Recruiter
  • Ability to use office equipment, such as copiers, fax machines, etc.
  • Excellent organizational skills.
  • Ability to set priorities.
  • Ability to handle multiple tasks.
  • Excellent communication skills.
  • Ability to deal effectively with others.
  • Self-reliant, decisive, proactive, enthusiastic, and able to make a positive impression on others.

Additional Info:

OFFICE HOURS:  Monday-Thursday: 9:00 a.m.-6:00 p.m.;  Friday: 8:00 a.m. -5:00 p.m (subject to college needs)


Houston Baptist University is committed to maintaining a teaching faculty and staff who share an active Christian faith. The Preamble to the By-Laws of the University sets forth a statement of belief which each University employee is expected to support and personify. Your submittal of an application for employment indicates your acceptance and affirmation of these statements.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all duties, responsibilities, and requirements of personnel.


Background checks are performed on every new hire. If your application is selected to continue with the interviewing process you will be required to submit a Background Check form. If you decline, your application may be denied. By proceeding with the online application you understand and accept this process.