Job Description Summary

Under the Dean’s supervision, the College of Health and Human Services Dean’s Assistant performs a variety of administrative and technical duties in support of the Dean. This position requires use of independent judgment and discretion coupled with an ability to work with highly confidential information. The incumbent often establishes their own work priorities while working closely with, and taking direction from, the Dean to establish these priorities. This person must be able to work and interact confidently, cordially, and competently with students, faculty, staff, administrators, parents, health and human services organizations, K-12 partners, and community/business representatives at multiple levels (direct staff through executive positions). The position includes assisting with grant requirements and may include work for School/Department/Program leaders as assigned by the Dean.

Functions:

Operations management

Information and communications management

Faculty and other personnel relations management

Budget management

Duties and Responsibilities:

Operations management

Prepares agenda, including supporting materials, and minutes as required, for meetings chaired by the Dean of the College of Health and Human Services, on and off campus.

Schedules meetings and appointments, makes travel arrangements, and maintains Dean's calendar. Manages grant-funded faculty and student travel support.

Performs all general daily office management functions including the procurement of supplies for Dean's Office and other areas of the College as necessary.

Information and communications management

Sets up and maintains confidential files for the Dean. Processes information that will be a permanent part of the personnel files (e.g., disciplinary meeting notes). Assists Academic Administrative Assistants with the management of multi-program/department Clinical affiliation agreements. Composes complex and often confidential correspondence, memoranda, forms, and reports as required.

Assists Dean in maintaining an effective communications network with his/her direct reports and faculty members using discretion and judgment. Independently responds to a majority of contacts. Deals effectively with sensitive issues when situations require. Receives and screens phone calls and mail, responding to routine inquiries or correspondence and relaying information (often confidential or sensitive) as appropriate.

Faculty and other personnel relations management

Assists Dean in addressing faculty and other personnel needs and concerns. Gathers and prepares information to effectively address needs and concerns as appropriate.

Assists Dean with performance evaluations by gathering data and communicating policy to staff and faculty. Completes preparatory work for Dean by studying results of most recent performance evaluation and reviewing with him/her.

Assists Dean in his/her labor relation functions. Gathers information and prepares responses to grievances filed by staff and faculty. Prepares language for academic proposals during negotiations, communicates with other dean’s assistants and Provost’s Executive Assistant for coordination purposes, and clarifies the intent of proposal language. Maintains Promotion and Tenure records for college faculty as required by the CBA.

Prepares and maintains College of Health and Human Services faculty workload reports for Dean approval and prepares employment documentation and contracts as necessary for faculty and other College personnel.

Acts in a lead capacity for College Academic Administrative Assistants and other clerical and student personnel to promote a cooperative work environment, address issues and concerns, and facilitate professional development.

Budget management 

Assists Dean with budget management and reporting. Monitors Dean's office, individual department, and special program and course fee accounts. 

Supports grant application and sponsored program contract preparation and manages the grant and sponsored program fund allocation requests in coordination with the Office of Grants and Sponsored Programs.

Minimum Job Knowledge, Skills and Abilities

Strong technical skills using a variety of current word processing, database, presentation, and spreadsheet software. Must be able to transcribe or take notes accurately, prepare complete summaries from notes, and prepare complex tables, forms, and production-ready correspondence.

Strong organizational skills and ability to maintain a complex traditional and electronic filing system.

Demonstrates strong and positive interpersonal, written, and oral communication skills (strong grammar, punctuation, and spelling) and the ability to effectively manage sensitive and confidential matters.

Analytical skills are necessary when handling administrative duties and performing complex salary calculations

Must be able to concentrate for extended periods of work time with interruptions

Working knowledge of the principles of supervision

Minimum Qualifications

Associate Degree

Five (5) years progressively more responsible related work experience in an administrative or executive assistant capacity

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