Staff Openings

Dean's Office Senior Operations Assistant

Market Title: Administrative Assistant Sr Posting#: 265970

Department: School of Social Work

FLSA Status: Nonexempt

Effort: 100%

Work Schedule:

Application Instructions: All applicants must submit a cover letter and resume to be considered for this position. In order for the Career Portal system to accept a cover letter please include a cover letter as a page of your resume document.

SPECIFIC JOB DUTIES
This is a Full-time (40hrs/week) 1-Year Term-Limited Appointment

Perform high-level administrative duties for the Associate Dean for Faculty Affairs for the School of Social Work including matters of a highly sensitive and confidential nature including: managing annual faculty reviews; preparing promotion and tenure dossiers and preparing the dean's recommendations for each candidate; assisting with the management of faculty search activities, preparing and submitting academic personnel requests to the Office of the Provost, Academic HR, and/or the Office of the Vice President and Secretary, for review by the president and Board of Regents; managing faculty leave requests and monitoring eligibility; and administering faculty elections.

Primary responsibilities will be to provide high-level support to faculty recruitment activities, including ensuring EEOC-compliance in faculty-developed job announcements, strategic advertising, and processing appointments and appointment activity reports for institutional equity. Additionally the incumbent is responsible for managing updates to the Faculty Handbook and supplying documentation to support policy changes; initiating written correspondence or other courses of action requiring interpretation of school and university policies and procedures; assisting in data collection for annual reporting to national accrediting body; working with the Office of Global Activities program manager to coordinate visiting scholar stays; responding to inquiries or complaints from faculty, staff, students and the public. The incumbent will work closely with the Associate Dean for Faculty Affairs in administering faculty workload and ensuring equitable distribution of workload and coordination of committee assignments and workflows.

Additional responsibilities will include but are not limited to:

Business Analysis and Process Development - Assisting with data integrity and workflows from the school's information system that supports academic HR and HR functions and reporting needs. The incumbent will collaborate with the web team to maintain web-based, database-linked tools to facilitate professors, lecturers, and the reviewing committees participation in the annual performance evaluation processes; collaborate with the Director of Administration, Finance, and Operations on special projects; and provide support to the staff of the Associate Dean for Educational Programs in the distribution of student surveys and in the provision of data for reaccreditation reports.

Project management - Providing support for initiatives from the Associate Dean for Faculty Affairs and Office of the Dean

In addition to the above responsibilities, this position will be responsible to:

1) Assist with faculty meeting video conferencing needs
2) Schedule & archive minutes of standing faculty committee meetings
3) Schedule standing meetings of the Associate Dean for Faculty Affairs
4) Coordinate travel for the Associate Dean for Faculty Affairs
5) Reconcile purchasing card statements
6) Organize annual meetings, such as annual faculty performance evaluation training sessions and junior faculty mentoring meetings
7) Other duties as assigned

Desired Qualifications*

Bachelor's degree; 3-5 years of administrative support experience; previous experience working in administrative support in higher education; excellent computer skills; knowledge or experience in database management and development; experience with FileMaker, experience with Google Sites, ability to work independently or as part of a team.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.