Assistant to the Dean/Associate Dean - BEPD

The Assistant to the Dean/Associate Dean provides administrative and operational support for the Dean and Associate Dean within the Academic Affairs Division. This position is responsible for handling calendar coordination, faculty contract and payroll documentation, special project management, communication with students and faculty, and daily office logistics. The role requires a high level of discretion, organization, initiative, and professionalism in a fast-paced academic environment.

The most successful candidate will have a career that reflects the following competencies and qualifications. However, education, experience, and training that demonstrates proficiency and the ability to perform the essential duties will be evaluated for equivalence to the education, competencies, and experience qualifications listed below.

• Associate's degree or equivalent combination of education and experience.
• Minimum of three (3) years of administrative support experience, preferably in higher education.
• Oral Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information; makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.
• Written Communication - Writes in a clear, concise, organized, and convincing manner for the intended audience.
• Attention to Detail - Is thorough when performing work and conscientious about attending to detail.
• Clerical Skills - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Demonstrated proficiency using Microsoft Office 365.
• Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work.
• Creating Efficiencies- Consistently seeks to perform work unit tasks in a cost-efficient manner; identifies ways to produce the same level and quality of work while utilizing fewer resources; creates an organizational climate in which cost effectiveness is valued and rewarded.
• Helping - Pitches in to help support when workload is high; minimizes disruptions and helps others overcome bureaucratic work obstacles; works with leaders in other organizational units to keep work flowing smoothly.
• Interpersonal Skills - Shows understanding, friendliness, courtesy, tact, empathy, concerns, and politeness to others; develops and maintains effective relationships with others.
• Information Management- Identifies a need for and knows where or how to gather information; organizes and maintains information or information management systems.

The ideal candidate will have a career or experience that includes the following:

• Bachelor's degree.
• Experience with HANK or similar academic information systems.
• Public Service Motivation - Shows a commitment to serve the public. Ensures that actions meet public needs; aligns organizational objectives and practices with public interests.
• Respect - Demonstrates collaboration and teamwork, values diversity and inclusiveness, practices transparency, shows compassion and empathy, and remains engaged and committed to shared goals.
• Passion - Teaching and learning; exploring diverse perspectives and ideas; creating a student-centered environment; transforming lives through continuous learning; and excellence in all that we do.
• Ingenuity- Being agile, flexible, and responsive; pursuing discovery, creativity, and innovation; collecting, evaluating, and acting on evidence; thinking critically; and continuously reimagining the future.
• Integrity - Contributes to maintaining the integrity of the institution; displays high standards of ethical conduct and understands the impact of violating these standards on the institution, self, and others; is trustworthy.

Specific job duties may vary depending on the school to which the assistant is assigned and may be tailored to meet the unique needs of that location.

• Manage calendars and meeting coordination for the Dean and Associate Dean.
• Process and track Personnel Action Forms (PAFs) for adjunct hires and special contracts.
• Prepare/process full-time and part-time faculty payroll contracts and faculty load sheets.
• Collect and maintain instructor syllabi and grade submissions each term.
• Record and distribute meeting minutes for ILT and department meetings.
• Execute, analyze and manage special projects/reports assigned by Dean/Associate Dean: i.e.. semester reports including enrollment, department activity, and grade distribution.
• Plan and coordinate department events, meetings and participate in campus events (accreditation visits, advisory meetings, admission meetings, pinning ceremonies, and campus events such as Discover HFC, Welcome Back and Good Luck on Finals etc.)
• Assist with budget maintenance and tracking expenses.
• Provide administrative support to full-time faculty.
• Coordinate job postings and support hiring processes for adjuncts, faculty, and support staff, and student workers.
• Supervise and schedule student workers.
• Maintain faculty evaluation records.
• Oversee faculty travel request processing.
• Prepare/process check requests, requisitions, and hosting forms, mileage, and travel requests.
• Manage P-card transactions/reconciliation.
• Notify students of class cancellations and section changes.
• Track instructor absences and arrange substitute coverage.
• Communicate with wait-listed students regarding open sections.
• Coordinate course scheduling communications with Registrar and department Chairs.
• Maintain the School/Department inbox and manage email distribution lists.
• Facilitate AFO scheduling.
• Process student waivers.
• Manage student concern tracking.
• Maintain and stock supplies.
• Oversee maintenance of copiers, printer, and scantron machines.
• Distribute incoming mail and manage mailbox assignments.
• Post classroom cancellation notices and support general office organization.
• Provide customer service (phone, e-mail, in person)
• Serve as an information source to faculty, staff, students, and the public.
• Other job related duties as assigned to meet the unique needs of the School/Department.