Assistant To The Dean, College Of Arts And Sciences

Welcome and Introduction

Saint Joseph's University is a private, Catholic, Jesuit institution and we expect members of our community to be knowledgeable about - and to make a positive contribution to - our mission. Saint Joseph's University is an equal opportunity employer that seeks to recruit, develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students, our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOE

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Position Title: Assistant to the Dean, College of Arts and Sciences Open to: Internal and External Applicants Full-Time or Part-Time Status: Full-Time, 12 months Staff Job Type: Salaried/Exempt Position Summary or Faculty Qualifications

The Assistant to the Dean serves as a member of the Dean's leadership team and is the primary operational administrator for the College of Arts and Sciences. The holder of the position supports administrative and human capital functions in the College and is responsible for effectively managing the day-to-day logistics of the Dean's office. The Assistant to the Dean develops and implements policies and procedures for the College in support of the work of the Dean, Associate Deans, Department Chairs, Program Directors, Faculty, and Staff.

Duties and Responsibilities:

• Provides high-level administrative support to the Dean of the College of Arts & Sciences, which includes the management of confidential information and projects and situations of broad scope.

• Coordinates and maintains the Dean's calendar managing long and short-term planning. Exercises considerable independent judgment in prioritizing all projects, meetings, activities, and demands on the Dean's time; troubleshoots and resolves all scheduling conflicts.

• Serves as the primary supervisor for administrative assistants in the College, ensuring consistent and effective support for academic departments and interdisciplinary programs. This includes hiring and onboarding processes, scheduling appropriate administrative coverage through vacations, leaves, and times of high work volume; consulting with administrative assistants and department chairs regarding their needs; arranging training and professional development opportunities; conducting annual performance evaluations (with input from chairs); and approving electronic timesheets, absence, and vacation requests.

• Collaborates with College administrators to develop, refine, and implement policies and procedures in support of the academic programs and activities. Serves as liaison to the College community regarding administrative and operational matters, including safety.

• Develops plans and strategies for new initiatives across the College and University in support of the dean's priorities.

• Participates in regular meetings with the Dean's leadership team, department chairs, and Academic Finance; relays key information and deadlines.

• Addresses and resolves inquiries, concerns, or issues from administrators, faculty, staff, students, trustees, and the external public who contact the Dean's office. Ensures that time-sensitive requests are expedited.

• Engages with current students and families through walk-in visits as well as through greeting prospective students and families who come to visit with the Dean or Associate Deans during campus visits.

• Manages communications to and from the Dean; gathers relevant data and information from departments and programs; drafts correspondence, reports, and summaries.

• Maintains electronic documentation and share drives for the Dean's office.

• Maintains College Google Groups (aliases).

• Arranges all details of meetings initiated by the Dean, including but not limited to checking meeting invitees' schedules, preparing and distributing meeting materials in advance, reserving rooms, requesting setups, arranging technology equipment, loading and testing PowerPoint presentations, and ordering food.

• Plans and executes all aspects of major events for the Dean's office including external advisory board meetings (ABOCAS), the Dean's Colloquia series, and the CAS Undergraduate and Graduate Awards Ceremony.

• In collaboration with the Provost's Office, assists with commencement activities for the College

• Manages and oversees select budgets within the Dean's office, including the Dean's operating budget and endowment release. Processes payments and approves transactions as both a supervisor and a delegate of the Dean in Workday Finance

• Manages the secondary appointment process and appointment letters for the College in collaboration with the Provost's office, Academic Finance, and Human Resources

• Processes HR-related electronic forms, maintains confidential personnel files; works with the Provost's Office to maintain a database of faculty information.

• Monitors and supports departments in the recruitment, hiring, and onboarding of full-time faculty ensuring that proper procedures are followed (e.g. campus visits or expenses for tenure-track searches). Serves as a resource for departments regarding HR-policies and PeopleAdmin.

• Organizes and schedules various faculty processes with departments including chair elections and the faculty annual review (FARO) with the Dean.

• Assists with the management of the tenure and promotion process for faculty in the College of Arts and Sciences according to procedures and timelines outlined in the Faculty Handbook.

• Coordinates with the Provost's office and Dean's leadership team on the application, review, and selection process for Morris Grants, Miller Grants, Warren Chairs, and Faculty Merit Awards for the College.

• Supports the Dean in management of conference travel, memberships, and subscriptions.

Secondary Responsibilities:

• Serves on Emergency Planning Team for CAS and as a point person in emergency situations.

• Coordinates administrative coverage of Dean's office

• Other duties as assigned

Physical Requirements and/or Unusual Work Hours:

• Must be able to spend considerable time in front of the computer

• May need to adjust schedule or work additional hours to support the activities of the Dean's office

• Please note that Saint Joseph's University is undergoing an upgrade to its applicant tracking system. You may receive follow up communication to re-apply in our new system. Please know that the request to re-apply is not a determination of your candidacy.

Minimum Requirements:

• Bachelor's degree and 3-5 years experience in an executive administrative support role or an equivalent combination of education and experience

• Advanced skill level in Word, Excel, PowerPoint, and Google Suite

• Excellent data management and reporting capability

• Strong attention to detail

• Strong interpersonal skills, ability to work effectively with diverse groups

• Excellent written and verbal communication skills

• Previous supervisory experience and proven ability to delegate

• Excellent planning, organizational, and project management skills

• Candidate must be particularly adept at multitasking, prioritizing, and reacting to critical situations with a sense of urgency

• Ability to proactively identify issues and provide effective solutions

• Experience in with budgetary management, processes, and policies

• Respect for and ability to maintain confidentiality

Preferred Qualifications:

• Prior executive administrative support experience in an academic department of a college or university or in an Assistant/Associate Dean's or Dean's office

• Proficiency in Access, Banner, Cognos, Workday, and/or other specialized software

• Master's Degree

Additional Information: Hiring Range Position Classification: No Response Union: None Department: 211005 - Office of the Dean, CAS Date Open to Internal Applicants: Date Open to External Applicants: Job Close Date: Open Until Filled No