Special Assistant to the CICS Dean

Posting Summary

Job Title
Special Assistant to the CICS Dean

Division
Divison of Academic Affairs

Department
College of Interdisciplinary and Continuing Studies (CICS)

Work Status
Part Time

Position Category
Contractual

FLSA
Exempt

Pay Range
Contractual

Salary Range
$23.00 / hourly

Fund Source
State Support

Job Summary

The Special Assistant to the Dean serves as a professional-level partner to the Assistant Vice President and Dean of the College of Interdisciplinary and Continuing Studies (CICS), providing strategic operational coordination, alumni engagement, and donor stewardship management in support of the College’s growth and institutional advancement priorities. This part-time position performs high-level work directly related to executive leadership, advancement activities, and operational effectiveness.

The Special Assistant independently manages donor stewardship workflows with the Advancement Office, alumni engagement initiatives, and executive operations processes that sustain scholarship growth, employer partnerships, and philanthropic engagement. The role exercises discretion and independent judgment in handling confidential matters, coordinating communications with donors and external stakeholders, preparing executive briefing materials, and ensuring compliance with institutional and donor reporting expectations. The Coordinator manages Coursera access, a CICS alumni benefit.

In alignment with the mission of CICS to expand access, support degree completion, and serve adult and nontraditional learners, this position strengthens the administrative and advancement infrastructure necessary to sustain enrollment growth and external engagement. The Special Assistant plays a central role in supporting the CICS Alumni Affinity Chapter, coordinating Homecoming engagement programming, and stewarding the College’s growing donor and alumni relationships. By enhancing executive capacity, safeguarding donor relationships, and supporting strategic initiatives, the Special Assistant to the Dean contributes directly to the College’s operational excellence, financial sustainability, and long-term impact within the University and broader community.

The Special Assistant to the Dean contributes to the overall effectiveness of the CICS leadership team by maintaining organized records, managing confidential information with discretion, and supporting special projects and university-wide initiatives as assigned. This role is best suited for an enthusiastic, people-oriented individual who brings a relentless belief in degree completion and a genuine commitment to the success of adult and nontraditional learners.

Job Duties

Duties & Responsibilities:

• Lead Donor Stewardship and Advancement Coordination: Manage donor and scholarship stewardship workflows with the Office of Advancement, including tracking agreements, reporting deadlines, recognition commitments, and renewal timelines. Draft and disseminate donor correspondence, impact summaries, and executive-level communications. Coordinate directly with University Advancement and external partners to ensure compliance with institutional and donor expectations. Monitor engagement metrics and recommend strategies to strengthen donor retention and philanthropic growth.
• Lead Alumni Engagement, Affinity Chapter Support, and Fundraising Event Strategy: Serve as the primary coordinator for the CICS Alumni Affinity Chapter, supporting chapter activities, communications, and member engagement to build a strong and connected alumni community. Plan and oversee alumni cultivation events, including Homecoming engagement programming, scholarship recognition programs, and external partner convenings aligned with advancement goals. Develop event budgets within delegated authority, coordinate vendor services, and monitor expenditures for fiscal compliance. Produce post-event summaries assessing engagement outcomes and advancement impact.
• Manage Confidential and Sensitive Institutional Communications: Handle confidential information related to donor negotiations, partnership agreements, personnel matters, and strategic planning initiatives. Draft substantive communications on behalf of the Dean requiring discretion and professional judgment. Maintain secure documentation and ensure compliance with university policies governing confidentiality and records management.
• Oversee Executive Operations and Strategic Workflow Management: Develop and maintain operational systems that support the Dean’s strategic priorities, enrollment growth initiatives, and partnership expansion. Analyze incoming matters and exercise independent judgment in prioritizing executive attention. Prepare confidential briefing materials, background research, and executive summaries for meetings with university leadership, donors, and external stakeholders.
• Special Projects and Other Duties as Assigned: The Special Assistant to the Dean supports a range of college-level initiatives and special projects as directed by the Dean. This includes serving as the CICS point of contact for the university-wide Coursera rollout, supporting onboarding of new academic units onto the platform, preparing progress reports, and identifying and escalating operational issues as they arise. The role may also include conducting targeted research, compiling background materials, and assisting with data collection or basic analysis to inform decision-making. The Special Assistant may further support the implementation of new processes, workflows, or programs aligned with the Dean’s priorities, exercising discretion, attention to detail, and sound judgment in support of CICS leadership.

Requested Minimum Qualifications

Experience:

• Some College or equivalent professional experience with direct experience in working with adult learners and alumni of degree completion programs.

Other Preferences for Consideration

Five years of administrative experience, including direct experience working with adult learners or degree completion programs, and demonstrated experience in fundraising, donor stewardship, or membership/licensure organization management

Knowledge, Skills & Abilities

• Prior work experience in a student-centered higher education institution, especially working with adult learners or nontraditional degree completion students; experience supporting senior executive leadership in a college or university setting; familiarity with alumni engagement, advancement operations, or member-based organizations; experience coordinating university-wide initiatives or cross-departmental projects; strong writing, editing, organizational, and analytical skills; effective verbal and written communication skills to interact with faculty, staff, administrators, donors, and community partners; demonstrated ability to manage competing priorities with discretion, sound judgment, and a high degree of professionalism
• Experience in maintaining electronic and paper-based filing systems
• Detail-oriented with strong writing, editing, organizational, and analytical skills
• Effective verbal communication skills to interact effectively with staff, faculty, administrators, and others in the academic, corporate, and foundation communities
• Ability to develop specific goals and plans to prioritize, organize, and accomplish the tasks at hand