Administrative Assistant

Job title: Administrative Assistant

About the Role Administrative Assistant at Wayland Baptist University's San Antonio Campus provides administrative support to the Assistant Dean, coordinates faculty-related processes, maintains academic records, supports scheduling and reporting, and serves as a liaison with main campus departments.

What You'll Do

• Input and maintain academic schedules within the university's student information and enterprise systems; distribute, track, and follow up on electronic teaching agreements and instructional contracts.
• Develop and process contracts and pay authorizations for adjunct faculty using digital workflow and approval systems.
• Oversee syllabus collection, review, and maintenance using an electronic document management or learning management system.
• Assist in planning and coordinating faculty meetings, including maintaining faculty rosters, arranging meeting logistics, and coordinating catering as needed.
• Communicate with main campus departments on behalf of the Assistant Dean regarding academic operations such as instructional materials, faculty contracts, and faculty qualifications.
• Support faculty and staff in the coordination and oversight of teaching functions and instructional responsibilities.
• Organize, maintain, and update faculty records within a secure electronic database or recordkeeping system.
• Assist with general office operations including written correspondence, course evaluations, term schedules, and commencement-related tasks.
• Maintain shared digital calendars of deadlines and events while managing multiple schedules and priorities.
• Generate, maintain, and review reports related to academic sessions, faculty assignments, and operational performance.
• Gather and organize data and research to support projected annual and biennial course rotation and scheduling needs.
• Answer phone calls professionally, route inquiries appropriately, and ensure a high standard of customer service.
• Provide a welcoming and professional presence on campus, on the phone, and in electronic correspondence.
• Assist in promoting Wayland Baptist University to faculty, staff, students, and other key audiences.
• The above statements do not represent an exhaustive list of all responsibilities. Employees may be required to perform other related duties as assigned by Assistant Dean.