Coordinator and Assistant to the Dean

Careers

Status: Full Time

Hours: 37.5 hours per week, weekends required

Job

Location

Puerto Rico (on campus)

Exempt (Yes/No): No

JOB SUMMARY

The Coordinator & Assistant to the Dean provides experienced, high-level administrative and operational support to the Dean of the Puerto Rico Campus. This role requires the ability to work independently, exercise sound judgment, and manage competing priorities in a dynamic environment. The Coordinator serves as a key point of contact between the Dean's office and students, faculty, staff, government agencies, and University partners, and plays an active role in supporting the institutional transition of Cambridge College Puerto Rico Programs to Bay Path University. The Coordinator must provide excellent customer service to students, faculty, staff, and visitors in a professional, courteous, and responsive manner. This position requires on-campus presence on weekdays and weekends as operationally needed.

ESSENTIAL JOB FUNCTIONS:

• Dean & Administrative Support
• Manage the Dean's calendar and coordinate all campus and departmental meetings.
• Draft letters, reports, proposals, and communications;
• Support the Dean in project management, maintaining work plans, tracking deliverables, and preparing reports and research as needed.
• Provide translation support for communications, documents, and correspondence in both English and Spanish as needed by the Dean and campus operations.
• Handle confidential information with the highest level of discretion regarding sensitive matters.
• Support other staff and faculty as directed by the Dean

Regulatory

• Support the Dean in liaising with Puerto Rican government agencies, coordinating meetings, preparing and submitting required documentation, and following up on pending authorizations.
• Gather and compile documentation from Bay Path University staff to support transition petitions under the name Cambridge College Puerto Rico at Bay Path University.
• Assist the Dean in reviewing academic program parity and preparing submissions to the Puerto Rico Board of Postsecondary Institutions (Junta de Instituciones Postsecundarias de Puerto Rico).
• Assist with translation of regulatory documents and communications with government agencies as needed.

Student Support & Event Planning

• Provide responsive customer service to students, proactively resolving concerns and connecting them with appropriate University resources.
• Maintain campus academic calendars, enrollment records, and program data; generate reports as needed.
• Coordinate and deliver student orientations, including mandatory sessions related to the University integration and attestation process.
• Lead the planning and execution of Commencement, managing all logistics from start to finish, including preparation of graduation spreadsheets, graduate surveys, and data analysis to support ceremony planning.
• Coordinate campus and virtual events, including student award ceremonies and community partnership events.
• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.

Qualifications

QUALIFICATIONS

• Bachelor's degree required; advanced degree or equivalent experience preferred.
• Minimum of three to five (3–5) years of progressively responsible administrative experience, preferably in higher education.
• Bilingual fluency in English and Spanish (written and verbal) required.
• Ability to work on weekends as required.
• Experience with Puerto Rican government agencies or postsecondary regulatory processes. preferred
• Background in student services, academic affairs, or enrollment management in higher education preferred.
• Strong organizational, communication, and project management skills; ability to work independently and handle sensitive matters with discretion.
• Proficiency in Microsoft Office Suite and university administrative systems; familiarity with CANVAS or similar LMS a plus.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.