Assistant to the Dean

GENERAL OBJECTIVES:

The Dean's Assistant is responsible for supporting the effective operation of the College of Natural Sciences and Mathematics by assisting the Dean, supporting full-time and adjunct faculty, and coordinating and supervising student workers in the Dean's office complex.

QUALIFICATIONS:

• College degree preferred.

• Strong administrative and organizational skills, including scheduling, supply management, event logistics, and reporting.

• Proficiency in Microsoft Office and typing, with excellent written and verbal communication skills.

• Professional demeanor with the ability to maintain confidentiality and demonstrate strong interpersonal skills.

• Effective time-management skills and the ability to prioritize tasks in a fast-paced environment.

BASIC RESPONSIBILITIES:

Student Affairs:

• Scheduled advising appointments with faculty
• Assist students with registration paperwork and related processes.
  
  • Support the graduation application process by managing Degree Audits and Checklists, and applications submitted by students.
  • Assist with organization and operational details of the Math Lab.
  • Oversee the eMat Advising Tool (ALEKS) and track student issues related to eMat. Assist students and advisors with eMat questions and math requirements for specific degree programs.
  • Assist students with academic needs and concerns.
  • Encourage, listen to, and pray with students as needs arise.

Faculty Affairs:

• Answer and screen telephone calls for the Dean and faculty (full-time and adjunct).
• Schedule faculty appointments.
• Arrange committee meetings and conferences as needed.
• Prepare, maintain, and distribute a semester timeline for the College of NSM.
• Assist with faculty correspondence (inbound and outbound).
• Assist faculty with administering exams and quizzes, as needed.
• Assist faculty with office, course, and operational needs and requests.
• Assist with coordinating full-time faculty schedules for Advanced Registration, Regular Registration, and Patriot Preview events.
• Communicate faculty concerns to the Dean and communicate the Dean's direction to faculty, as appropriate.
• Serve as a liaison between the Dean and adjunct faculty, including those who are seldom on campus.
• Coordinate birthday reminders, luncheons, showers, and receptions for faculty within the college.

• Handle most correspondence for the Dean (inbound and outbound).
• Assist in screening visitors and coordinating access to the Dean.
• Assist in onboarding and training new office staff and student workers.
• Order and maintain textbooks; communicate with textbook representatives as needed.
• Update and maintain the textbook ordering database.
• Proof and correct syllabi; organize syllabi on Concourse/Blackboard for the dean's office; assist faculty in developing syllabi as needed.
• Collect faculty office hours; prepare and distribute office hour schedules for the dean's office and the Provost's office.
• Coordinate, supervise, and manage student workers within the dean's office complex.
• Manage and approve student worker timesheets for the College of Natural Sciences and Mathematics.
• Assist with updating and proofing the DBU Catalog.
• Request proposed course proposals from program directors; compile and submit proposals in Coursedog.
• Submit course changes in Coursedog.
• Create and track purchase orders for the Dean and faculty, including printing, sending, reconciling invoices, and approving for payment.
• Assist in preparing the College budget and student worker budget under the direction of the Dean.
• Help prepare payroll advices for faculty and new hires.
• Assist with emergency communication and procedures for the College of NSM.
• Prepare work orders for DBU Physical Operations/Maintenance as needed.
• Maintain office supplies for the Dean, faculty, and staff.
• Manage the college workroom and help keep shared equipment and resources operational (copiers, printers, computers, coffee maker, refrigerator, and faculty mailboxes).
• Maintain organization of the dean's office, including filing systems and overall functionality.
• Update, maintain, and distribute the CNSM directory each semester.
• Carry out other responsibilities as assigned by the Dean.

WORK SCHEDULE:

Monday–Friday, 8:00 a.m.–5:00 p.m. with occasional assistance during special events on evenings and Saturdays.

WORK LOCATION:

This position will work on the main campus, located at 3000 Mountain Creek Parkway, Dallas, TX 75211.

• Must be a Christian and a member of a church that holds to Jesus Christ as Lord and Savior, believing in the New and Old Testaments of the Holy Bible.
• DBU requires employees to follow all University policies and procedures, which exist to support the Christian mission of DBU and includes, but is not limited to, a Christian Code of Conduct. Click here to read