DEANS OFFICE-COLL OF PROFESSIONS - Executive Assistant to the Dean

Job Classification

Position summary

The assistant to the Dean will oversee all general operations for the College of Professions (Co) Dean’s office. Working under the direct supervision of the Dean, this position provides a wide variety of tasks and administrative support to the Dean's office and other departments within CoP. This is a busy office with a lot of interruptions and distractions. The ideal candidate will be able to thrive in this type of environment, maintaining a calm composure while also being strategic and proactive in personal time management and office process improvements.

Qualifications summary

Experience in an office environment with 4-year degree or equivalent job experience.

High level of business-related knowledge and skills, including budgeting, strategic planning, and organizational communication.

Exceptional organizational, problem-solving skills, strong team player, and self-directed.

Ability to think critically, analyze and respond to complex situations, and provide customer service.

Excellent communication skills; ability to speak a language other than English is always helpful in our office.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Administrative Support and Office Management

Serves as the initial point of contact both in person and online. Greets and assists staff, faculty, and visitors.

Screens incoming calls and correspondence and responds independently when possible.

Manages all office functions in the Dean's suite, providing exceptional customer service to visitors, students, parents, and others.

Assists the Dean with employment paperwork for faculty, staff, students and adjuncts.

Calendar coordination and scheduling for the CoP Dean (i.e. appointments, meetings, travel schedule and reservations).

Maintains CoP informational directory, calendars, and email listservs. Communicates CoP faculty events and meetings.

Manages the CoP Dean’s Office webpages and provides website support to other CoP departments as requested. Acts as liaison to University Communication for troubleshooting and improvements.

Types correspondence, creates documents, and facilitates required signatures (hard copy and electronic) for registration forms, appeals, petitions, and other academic requests. Creates and maintains a tracking system of forms received and submitted.

Maintains electronic and hardcopy filing systems. Serves as custodian of office documents and records.

Provides support to CoP departments in preparing check requests, expense reports, IDC submissions, and course schedule changes as needed.

Assists in scheduling monthly CoP committee meetings and compiling agenda materials and minutes.

In coordination with the CoP Dean, generates acceptance/denial letters and related materials for graduate applications. Uploads final documents into the CRM.

Coordinates data input for CoP Curriculum and Bulletin revisions/updates, keeping chairs informed of deadlines.

Extension Programs

Assists the Dean with tracking and oversight of extension programs, overseeing communication and tracking submission of any documents, including grades, adjunct faculty approvals, and other deadlines.

Assists in coordinating communications and receiving guests for the extension programs.

Financial Support

Assists the Dean with financial matters; supervises the annual budgeting cycle for the College of Professions.

Projects budgets, checks for cost savings, and reviews the monthly financial reports for the College of Professions.

Tracks financial statements from extension programs and ensures payments are received.

Tracks financial transactions and verifies appropriate account numbers are being charged or credited on check requests, IDCs, expense reports, etc.

Reviews the impact of proposed strategic planning initiatives on the budget and prepares necessary modeling data.

Checks and approves time changes, and submits time for CoP hourly staff and student employees in the online time clock system.

Building Management

Oversees building opening/closing times, security issues relating to campus safety.

Coordinates building and room reservations,

Coordinates building repair/custodial requests with Plant Services.

Oversees the physical plant and reports building repair/custodial requests.

Contacts the MANAGER OR ADMINISTRATIVE ASSISTANT of Plant Service with any requests for repairs.

Marketing & Recruitment

Coordinates with Information Systems Support Manager to ensure appropriate employees (student & faculty) have access to CoP social media accounts and website updates.

Coordinates with Graduate & Marketing Director to update marketing materials and maintain social media accounts and postings.

Coordinates with Marketing & Enrollment and the Graduate & Marketing Director for recruiting, campus visits, and college previews.

Supervisory responsibilities

Some supervision of student workers may be required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Should have a 4-year degree or equivalent job experience, or a relevant combination of education and experience.

High level of business-related knowledge and skills, including budgeting, strategic planning, and organizational communication.

Must be a skilled multi-tasker, yet maintain attention to detail.

Must have excellent communication skills; ability to speak a language other than English is always helpful in our office.

Must be able to work independently but also know when to ask for more clarification and guidance.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Advanced computer and internet research skills including knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Adobe, Publisher) Google suite and Web design. Adobe Suite, Canva and CRM software, BKD/Forvis reporting, Banner reporting, and iVue/Degree Works preferred.

Ability to do basic math as well as higher level analysis of financial reports.

Interpersonal interactions

Exceptional gifts in people and customer service skills to work effectively with students, parents, faculty, administrators and the public with a high level of professionalism and confidentiality. Ability to maintain a caring, congenial attitude especially in stressful, complex situations.

Physical demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Will need to be able to travel around campus.

Will need to be comfortable working at a computer for most of the day.

May require some lifting (at least 40 pounds), carrying pushing and/or pulling, stooping, kneeling, crouching, or crawling, and significant fine finger dexterity.

Work environment

Work is performed in a highly visible, fast-paced shared office environment with a high-level of traffic and calls, along with moderate noise levels.