"Senior Assistant Dean of the Faculty for Operations"

Senior Assistant Dean of the Faculty for Operations

Position Purpose: The Senior Assistant Dean of the Faculty for Operations is a professional level position that manages the core operations of the Dean of Faculty’s office, working closely with faculty and staff across a range of areas essential to the academic mission of the College. The core operations include faculty budgets, lab and office space across campus, the mechanics of faculty and staff hiring and of tenure and promotion, academic support staff, administering faculty visas, and operational support for Dean of Faculty events and activities. The position supports the supervision of approximately 35 academic staff, serves in an operational capacity in campus teaching and learning structures, and collaborates with Facility Services to inform faculty and academic staff of maintenance and other physical issues regarding academic buildings.

Job Duties:

Dean of Faculty Operations:

• Manages the core operations of the Dean of Faculty, including DoF and faculty budgets, faculty and teaching space across campus, the mechanics of faculty and staff hiring and of tenure and promotion, and academic support staff.
• Supervises the Assistant Dean of Faculty for Academic Programs, the Administrative Assistant: Faculty Personnel, and the Manager of Science Resource Support Services.

Budget Administration:

• Oversees annual and long term budget construction, enter transactions, and monitor and evaluate budgets for departments and programs, the Office of the Dean of the Faculty (including carry-over funds, capital budget requests, and other budgets), endowed professorships, recruitment, faculty start-up funds, restricted endowed funds for academic departments and designated external and internal grants.
• Provides the dean with monthly budget totals and trends in expenses.
• Assists the dean and department and program chairs with preparation of the annual operating and capital budget requests.
• Educates chairs about budgets and faculty about travel policies and reimbursement requests.
• Authorizes and tracks faculty reimbursement requests.
• Advises the dean on strategic priorities and uses of various budgets.

Faculty Salary Budget Administration:

• Works closely with the Dean of the Faculty and Office of Finance and Administration to construct annual faculty budget, including determining availability of funds to replace faculty on leave, to provide net additions of courses/faculty, and to manage these priorities with targets set for faculty raises.
• Advises dean on historical, current, and future allocations of the faculty salary budget.
• Prepares reports for Dean of the Faculty, Institutional Research, Analysis and Planning, and Office of Finance and Administration related to faculty salary data.

Administration of DoF Academic Support Staff:

• Assists dean and associate dean(s) and other campus leaders in planning and operation of academic support staff.
• Works closely with directors to plan and execute center policies and programs related to the teaching and learning missions of these centers.

Budget Support for Grants Administrators:

• In consultation with the Dean of Faculty and Finance, sets the budgets for startups and for BFDF.
• Coordinates Intramural Scholarship and tracking BFDF and startup funding.

Liaison to Finance/Accounting and Human Resources:

• Approves DoF expenses.
• Works with Accounting and Finance on broader Finance and Accounting policies, and settling specific financial questions.
• Works with HR for compensation, hiring, and employee policy questions.

Liaison on Buildings and Maintenance:

• Meets regularly with the directors of Facility Services to coordinate activities that may affect the faculty, academic staff and buildings.
• Serves as the principal Dean of Faculty representative to campus-wide space management committees.
• Manages allocation of office and lab space for faculty.
• Coordinates with Registrar and individual faculty on decisions governing teaching spaces and various other spaces used by academic departments and programs.
• Informs faculty and academic staff of maintenance and other issues of important to their offices, building, and other work spaces.
• Coordinates with EHS as necessary.

Additional job responsibilities:

• Respects confidentiality of all data and information developed for and used by the Office of the Dean of the Faculty.
• Initiating and maintaining collegial relationships with diverse groups of stakeholders.
• Conducts work in the context of a team environment.
• Works safely and in a manner that respects others and their safety.
• Performs other duties as assigned by the Dean of the Faculty and Associate Deans.

Minimum Qualifications:

Education Bachelor’s degree is required, master’s degree preferred.

Experience Demonstrated experience and proven performance in a field or position closely associated with financial management, policy administration and personnel, and experience relevant to higher education.

Skills and Knowledge

• Commitment to equity and inclusion, and serving the needs of a culturally and educationally diverse community.
• Possess independent work skills as well as interpersonal skills when collaborating with various departments, faculty and staff.
• Experience handling budgets with a keen understanding of the mechanics of faculty and staff hiring and of tenure and promotion.
• Project a positive work attitude.
• Approach assignments in creative yet sensible ways in order to accomplish complex tasks of coordination within the college community.
• Proven ability to integrate competing priorities and manage multiple tasks and responsibilities while being an effective problem solver.
• Excellent oral and written communication skills.
• Strong management skills combined with sound judgment and discretion.

Benefits:

Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 13 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more), and a supportive, collegial environment in a drug and smoke-free workplace.