Assistant to the Dean

Position Introduction:

Serve as the Dean's Executive Assistant by providing comprehensive administrative and clerical support by managing daily operations, coordinating schedules, handling correspondence, and supporting office functions. Maintain responsibility for organizing priorities, tracking projects, and ensuring timely follow-through on academic programs, college initiatives and student services. Provide administrative assistance related to meetings, reports, communications, and external engagements, including national councils and professional associations. Perform additional college administrative duties and provide operational support as assigned by the Dean.

Job Duties:

• Responsible for the day-to-day coordination of and to help maximize the effectiveness of the Dean.
• Provide detailed management of the Dean's mail to include filtering out mail that is not necessary to the productive flow of the College's mission and prioritizing all remaining mail of the Dean.
• Assist Dean and Associate Dean of Professional Education with travel arrangements and expense reports.
• Ensuring that all items needing a signature of the Dean or Associate Dean are dealt with in a timely manner and/or signed by the Associate Deans during times when Dean is absent from the College due to College business or etc. When Dean is out of Travel Status, verify before they leave who should have signatory authority for Travel and Personnel or if they want them held until their return.
• Keep Dean apprised of activities going on within the College and University Community.
• Keep calendar for the Dean and Associate Dean for Professional Education and schedule their appointments/meetings.
• Assist Dean and Associate Dean for Professional Education with compiling agendas, preparing materials, minute taking at college level meetings.
• Assist Dean and Associate Dean for Professional Education with projects.
• Draft, type, and proofread memos, letters, reports, and records for the Dean and Associate Dean for Professional Education.
• Maintain confidential records and correspondences.
• Assist with public relations matters, where Dean is involved, while collaborating with College Development Staff and College Public Relations Staff. These Include: Convocation, Board of Advocates meetings, Scholarship Banquet, professional conferences, various receptions, and other college activities.
• Order supplies and materials for the Dean's office and College as needed.
• Serve as liaison and College representative to other university administrative offices.
• Coordinate and manage timelines between the Provost office, Departments, and College for annual processes to include sabbaticals, progress toward tenure, tenure and promotion, and faculty evaluations.
• Approve Time and Leave Requests on behalf of the Dean in Workforce.
• Approve expense reports on behalf of the Dean in Concur.
• Approve curriculum and course changes on behalf of the Dean in Course Leaf.
• General management of Dean's suite to include kitchen, stocking drinks, seating area, distribution of mail and answering the main phone and greeting guests.
• May supervise student worker and/or intern for Dean's suite.
• Collaborate effectively with business manager, college staff, and faculty.
• All other duties as assigned or deemed appropriate by the Dean.
• Supervised by the Dean.

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Required Education and Experience:

• Bachelor's degree.
• 60 months experience managing an office or program for a Dean, Director, or other leadership role.

Equivalency/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 108 months related experience.

Department Preferences:

• Prior University Experience.