Assistant to the Dean

Position Title: Assistant to the Dean

Department: 2050|Dean of Graduate School

Responsibilities:

The Assistant to the Dean plays a vital role in supporting the efficient functioning of the administrative and academic operations of the Graduate School. This position requires a dynamic and organized individual who can seamlessly manage diverse responsibilities ranging from administrative tasks to strategic initiatives. The incumbent will collaborate closely with the Dean, office staff, and graduate education leadership to ensure the smooth operation and continuous improvement of the Graduate School.

Key Responsibilities:

Administrative Support:
- Manage the Dean's calendar, appointments, correspondence, and travel, ensuring efficient time management and prioritization.
- Coordinate meetings, workshops, programming, and other Graduate School events, including logistics, special meal requests, room reservations, materials, and follow-up.
- Prepare and edit documents (e.g., agendas, minutes, reports, and presentations) for internal and external communications and stakeholders.

Operational Support:
- Collaborate, both internally and externally, to ensure a seamless and cohesive student experience, from admissions to graduation
- Oversee day-to-day operations of the two offices of the Graduate School and provide support as directed.
- Support the financial operations of the Graduate School through purchasing and reconciliation of LaCarte card transactions as directed by the Dean.
- Oversee and coordinate the schedules and duties of graduate and undergraduate students who work in the two offices in support of the recruitment, admissions, and post-admissions functions of the Graduate School.

Communication and Relationship Management:
- Serve as a liaison between the Dean's office, faculty, staff, and students, fostering effective communication and a positive atmosphere.
- Respond to inquiries from applicants, students, faculty, graduate education and University leadership, and external stakeholders, providing accurate and timely information.
- Attend meetings, record minutes, compile, transcribe, and distribute minutes of meetings as directed by the Dean.

Student and Programming Support:
- Collaborate with graduate programs and other University areas to address student needs, concerns, and requests, ensuring a supportive and enriching academic environment.
- Assist in organizing orientations, workshops, programming, and other Graduate School events to enhance the student experience.

Policy and Compliance:
- Manage the records retention policies and calendars for the Graduate School.
- Interpret graduate education policies and procedures for faculty, staff, and students.
- Stay informed about policies, regulations, and accreditation standards and ensure compliance.
- Assist in drafting and revising policies and procedures as needed.

Strategic Initiatives:
- Contribute to the development and execution of graduate education strategic initiatives, administrative priorities, and operational goals.
- Conduct research, gather data, and provide analysis to support informed decision-making by the Dean and other graduate education leadership.

Qualifications:

Required Qualifications:

-Bachelor's degree

-3 years of relevant experience in academic administration, operations, or related roles. Higher education experience preferred.

Preferred Qualifications:

-Strong organizational skills and the ability to multitask effectively in a fast-paced environment.

-Excellent written and verbal communication skills.

-Proficiency in office software applications (Microsoft Office Suite).

-Demonstrated ability to work collaboratively and build relationships across diverse stakeholders.

-Analytical and problem-solving skills, with a keen attention to detail.

-Knowledge of graduate education and higher education policies, regulations, and accreditation standards is a plus.

-High degree of professionalism, discretion, and integrity.

To Apply:
Please apply via the career site. Applications should be addressed to Dr. Mary Farmer-Kaiser, Dean of the Graduate School, and must include (1) a formal letter of application that speaks directly to the job description and qualifications noted here, (2) a resume or CV, and (3) the names, relationship, and contact information for three professional references.

Job Ad# (req3849)