Job Description

Job Title              

Assistant to the Dean, Gilliam College of Liberal Arts

Division

Divison of Academic Affairs

Department       

College of Liberal Arts

Work Status       

Full Time

Position Category           

Staff

FLSA      

Exempt

Pay Range          

Exempt

Salary Range     

$68,000 - $75,000 / year

Fund Source      

State Support

 

Job Summary     

 

Position Summary:

The Assistant to the Dean supports works in the College of Liberal Arts. The person in this role provides lead administrative, academic, and operational support for the Office of the Dean. The position is an in-person position focusing on key academic processes and faculty-related activities. The position requires occasional evening and weekend assistance at the College of Liberal Arts functions. This individual assists the Dean in advancing the college’s missions in teaching, research, and service while facilitating the interaction of the Dean with campus, system, and community members. This role involves managing academic standing processes, coordinating faculty development, and liaising with the Academic Affairs Committee.

 

Job Duties          

Duties & Responsibilities:

• Assisting the Dean with daily tasks and projects.
• Managing the Dean’s schedule and appointments.
• Communicating with faculty, staff, and students on behalf of the Dean
• Preparing reports and presentations for the Dean.
• Facilitating meetings and events as needed.
• Managing budgets and financial records with the support of the college budget officer.
• Maintaining records and databases related to the Dean’s work.
• Coordinating travel arrangements and itineraries for the Dean and other staff members.
• Providing administrative support to departments within the Dean’s area of responsibility.
• Managing calendars and coordinating meetings and appointments in multiple time zones. Coordinate and communicate with internal and external entities. Serving as one of the Dean’s principal sources of information on his calendar.
• Provide administrative support for programs, projects, and initiatives that may require extensive meeting coordination, follow-up, tracking, and managing agendas.
• Conduct research and gather background information for projects, meetings, and events as needed in preparation for the Dean’s activities.
• Format, edit, and proofread a variety of material for grammatical and factual accuracy.
• Gather, compile, organize, and manipulate data to create reports, summaries, and briefings. Create slides or make changes to enhance PowerPoint presentations with graphics.
• Identify problems with workflow, equipment, and environment, and make suggestions for improvements.
• Oversee the Office of the Dean’s webpage and social media presence.
• As needed, coordinate the Dean’s and CLA’s daily catering/food orders.
• As needed, help coordinate logistics for Dean’s Office events, conferences, seminars, and programs held on and off campus.
• Perform back-up support and additional duties for the Dean’s Office as necessary to maintain the highest level of service and support.
• Represent the Dean at some meetings.

 

Requested Minimum Qualifications         

 

EDUCATION:

Bachelor’s degree in a field or discipline offered in the College of Liberal Arts; also an understanding of liberal arts education is especially helpful.

EXPERIENCE:

Experience in academic administration or a related field.

 

Other Preferences for Consideration an advanced degree is preferred

 

Knowledge, Skills & Abilities        

• Strong organizational and communication skills.
• Ability to manage multiple tasks and priorities with attention to detail.
• Must be able to converse and write easily.
• Proficiency with office technology and learning management systems.
• Confidentiality in items related to the Dean’s office and compliance with FERPA

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