Assistant to the Dean
Job Posting for Assistant to the Dean at Stevenson University
Assistant to the Dean
Stevenson University
Summary:Stevenson University
Under the supervision of the Dean, this position provides administrative support for all activities in the School of Business and Leadership (SBL). Responsibilities include supporting the dean and academic program administrators in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, careful proofreading, and clerical duties including those related to calendaring, purchasing, invoices and handling budget, file maintenance, telephone, correspondence, and scheduling meetings. The ability to operate regularly under deadlines is required. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.
Department: School of Business & Leadership: Dean's Office
Education/Experience:
Bachelors degree plus two years related experience with progressively more responsible duties, or an equivalent combination of education and experience. Preference given for related work experience in an academic environment.
Knowledge/Skills/Ability:
- Exceptional interpersonal and cultural competency skills and demonstrated ability to communicate and work effectively with a wide range of constituencies in a diverse community.
- Exceptional skills in handling spreadsheet budgets, department invoices, and related analytical tools.
- Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
- Well-developed ability to manage multiple tasks under pressure and to adapt to rapidly changing priorities.
- Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing.
- Expert knowledge of MS Office; Word, Excel, PowerPoint, the Internet and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier etc. Basic design skills and ability to work in both Mac and PC preferred.
- Excellent interpersonal relations, diplomacy, and networking skills.
- Demonstrated success in problem solving, critical thinking, effective multi-tasking, troubleshooting, decision making, attention to detail, and meeting deadlines.
- Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
- Exceptional skill in prioritizing workflow and managing resources.
- Ability to research and resolve office management problems and questions.
- Ability to travel between campuses as needed.
- Availability to work evenings and weekends as needed.
Physical Requirements:
Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Subject to inside and outside environmental conditions. Position requires additional hours for meetings and events, including days, evenings, and weekends.
Essential Functions:
- Provide administrative support for the Dean and manage the Deans telephone, calendar, and schedule, and confirm appointments.
- Provide administrative support for the School of Business and Leadership (SBL) Academic Program Administrators.
- Manage the Deans Office, serving as the first point of contact and liaison with internal and external constituencies. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, various other schools and departments, and the community in general.
- Facilitate all SBL events, including but not limited to: participating in planning, coordinating, and promoting the events; scheduling rooms; arranging set-up; coordinating catering needs; sending invitations as appropriate; distributing agendas and printed materials; coordinating meeting logistics, including guest attendance; and preparing materials such as programs and/or agendas.
- Manage scheduling of SBL spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in SBL spaces.
- Maintain data and documents related to accreditation of SBL academic programs.
- Assist in data collection and the generation of reports for internal and external constituencies as needed.
- Process financial transactions including, but not limited to, invoices, p-card charges and reconciliation, travel reports and vouchers, budget, supply requests, and miscellaneous bills; track and monitor the SBL operating budgets and expenditures and report on status; and reconcile the Deans operating budgets monthly.
- Serve as the SBL liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT, and others.
- Coordinate meetings as requested. Ensure meeting materials are prepared and present, room setups are complete, and catering, parking, and related logistics are arranged.
- Prepare correspondence, minutes, and confidential reports as requested.
- Assist with research and benchmarking projects as requested.
- Create and distribute quarterly School of Business and Leadership Newsletter.
- Assist with annual assessment projects. Prepare data for reports as requested.
- Maintain a positive working relationship with the campus community; maintain confidentiality and handle sensitive information.
- Effectively supervise and manage the students, including student workers, interns, and Graduate Assistants, supervised by this position.
- Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in an extremely busy office.
- Communicate instructions, messages, and information from the Dean to appropriate individuals and groups as required.
- Maintain and update Deans Office and related program files including confidential employee and student records, faculty lists and contact information, and other files as required for the efficient operation of the School.
- Maintain inventory of office supplies; order and distribute office supplies as needed.
- Assess needs and prepare for incoming faculty, including working with the Provosts Office to assign office space, and ensuring telephone service, computer, supplies, and furnishings.
- Maintain and update School contact lists at least twice annually (in fall and spring).
- Maintain master calendar of the School of Business and Leadership activities.
- Obtain and compile all course syllabi electronically; post to shared drive as required.
- Assist in all aspects of the recruiting process for new faculty or staff, including the scheduling of interviews. Assist with onboarding new faculty and staff.
- Develop and document standard operating processes and procedures that will ensure a consistently organized, efficient, and professional office environment.
- Work with the Provosts Office on university initiatives and events as requested.
- Participate in meetings and work collaboratively with the Academic Affairs Administrative Assistant team to support the divisions goals and initiatives.
Reports To: Dean
Work Location: Owings Mills
Position Category: Staff
Position Type:
Months/Year: 12
Hrs/Week: 40
FLSA: Exempt
Close Date:
Open Until Filled: No
To be considered for this position please visit our web site and apply on line at the following link: stevenson.peopleadmin.com
EOE/AA Employer of Minorities/Females/Veterans/Disability
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$49,258 to $65,118
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Job openings at Stevenson University
Stevenson University
Owings Mills, MD
Full Time
Stevenson University
Owings Mills, MD
Full Time
Stevenson University
Owings Mills, MD
Full Time
Stevenson University
Owings Mills, MD
Full Time
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