ASSISTANT TO THE DEAN OF STUDENTS
The Dean of Students office is a busy office that houses the leadership for Campus Life. The Assistant to the Dean of Students is responsible for the day- to-day management of the Dean of Students office as well as the coordination and maintenance of the Dean of Students and two Associate Deans schedules and appointments and a wide variety of communications for the Deans. The Assistant to the Dean of Students models best administrative practices for the department and provides the crucial interface between Campus Life departments, the campus community and beyond.
Management and Supervision of Dean of Students Office
Manage the day-to-day operations of the Dean of Students office including the timely opening and closing of the office each day, managing the workflow (phone, email and foot traffic) and coordination of the office safety.
Hire, train and supervise student employees regularly to ensure that they have the skills and training to perform their job responsibilities.
Supervise and inspire staff employee and ensure that they have the skills and training to perform their job responsibilities.
Manage student and staff employee schedules to ensure appropriate level of coverage in the office.
Appropriately delegate tasks to staff and student employees to ensure that all have meaningful work to do.
Provide services such as Dean's Certifications, Campus Visit letters, etc. to the campus community.
Develop and implement a security and safety plan for the Dean of Students office.
Create and maintain a Policy and Procedures manual for all processes overseen by the Dean of Students office (includes Suicide Protocol, CTAC, student bereavement, Disruptive Student Committee, etc.).
Appropriately escalate concerns to the Deans.
Make recommendations for improvements regarding equipment, technology, workflow and office layout, etc, to the Dean.
Update content on Dean of Students Web page regularly.
Collaborate with Campus Life departments and other departments across campus, as appropriate.
Administrative Support to the Dean of Students and the two Associate Deans
Anticipate style/preferences, and maintain priorities and efficient use of resources.
Provide 13-15 hours per week of secretarial support for escalated and elevated in seriousness, Honor Code cases including: setting appointments with students who must meet with the Associate Dean regarding Honor Code issues, preparing letters, maintaining efficient and timely records of the HC cases.
Provide administrative support for a variety of high-level committees that are coordinated and chaired by the Deans including the Honor Code Advisory Council, the Threat Assessment Committee, Admissions Committee, etc.
Coordinate the Honor Week Kickoff Luncheon with Student Honor as part of Honor Code Advisory Council responsibilities.
Create agendas, send timely meeting reminders and take and distribute minutes.
Plan and coordinate monthly Dean's Conference meeting for Campus Life.
Post and manage job openings for all of Campus Life and interface with Human Resources.
Generate ePAFs, assist with hiring process and handle highly confidential information related to hiring, as assigned by the Deans.
Make travel arrangements and reconcile receipts for the Deans.
Prepare for the annual Christmas Party including retirees, annual retreat, open houses, seasonal events, etc. hosted by the Dean of Students Office.
Execute events with the help of the Executive Secretary and student assistants.
Design or order invitations for all Campus Life events and distribute as necessary.
Act as PDP coordinator and assist in the Resource Planning and Annual Salary Review processes.
Coordinate with HR to present employee SAERA and service awards.
Attend HR Coordinator meetings and report changes back to the department.
Process requests for non-admitted student guest ID cards.
Update and file job descriptions for Campus Life employees.
Management of Communication for the Dean of Students and the two Associate Deans
Schedule meetings and appointments for all three Deans.
Coordinate and update the Deans schedules regularly.
Handle angry and upset visitors and callers with kindness and understanding
Prepare letters that may be of a highly sensitive nature for the Deans including Honor Code letters, Bans, Title IX letters
Maintain the strictest confidentiality on all forms of communication for the Deans
Represent the Deans
Greet and host guests and visitors and help them to feel comfortable in the office.
Treat all guests, including high profile visitors, parents, community leaders, students and acquaintances with dignity and respect.
Appropriately manage expectations of guests and visitors if meetings are running late or schedule changes are required.
Serve on department and university committees as assigned by the Dean.
Personal and Professional Development
Attend trainings and information meetings for university programs and initiatives, as appropriate.
Demonstrate support for University Devotionals and Forums.
Minimum education/experience required:
Skills, abilities, knowledge, licenses, certifications (please indicate whether "required" or "preferred"):
Excellent supervisory and management skills
Superior written and verbal communication skills
Ability to delegate tasks appropriately to subordinates
Ability to provide training and/or identify appropriate training opportunities for self and subordinates
Superior interpersonal communication skills
Ability to think independently and take initiative
Ability to maintain the highest level of confidentiality
Attention to detail
Knowledge of university financial systems and budgets for Campus Life
Knowledge of the mission, departments and personnel of Campus Life
Diverse technical skills including use of Word, Excel, Outlook and PowerPoint, etc, as well as a wide variety of university systems including Y- Time, AIM, Y-Expense, Fast Track, PeopleSoft and other tools such as GoogleDocs.
Employee Class: Administrative
Work Location: Provo Campus
Environment: General office or other equivalently good environment
Physical Exam Required: N
Physical Exam Details: n/a
Desired Start Date: As soon as possible
Job Close Date: 09/20/2018
Pay Level: 51
Approximate Starting Salary: $47,476 to $61,189 depending on qualifications and experience
Documents Required at time of Application:
Required: Cover Letter, Letter of Recommendation 1, Resume
Optional: Letter of Recommendation 2
Equal Opportunity Employment: m/f/vets/disability
Brigham Young University