Assistant to the Dean, Liberal Arts

This position provides support for the division dean, faculty, staff, public, students and other areas of the college. Support includes but is not limited to email and mail correspondence, staff training, adjunct payroll, travel, and budgeting.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.  

*Maintains Liberal Arts Division records and reporting, including all curriculum data, faculty/staff directory, faculty qualifications, professional development, advisory committee members, and CCL pre/co-requisites

*Responds to email and answers the phone, dispenses appropriate information, refers and screens calls when appropriate

*Takes initiatives to solve problems, division issues, and campus issues to assist the Dean

*Trains and manages workload and workflow for secretarial positions and work-study students

*Manages acquisitions, interprets financial reports, and applies data to maintain budget balances

*Prepares part-time contracts, contract amendments, and monthly payroll information; coordinates with accounting office for payroll issues

 *Acts as liaison between Dean, faculty, and other areas of the college 

*Processes and manages purchase orders and e-procurement requisitions

Promotes university partnerships and attends university transfer meetings with current and prospective articulation partners.

Manages and maintains university partnership agreements, updates transfer course lists and assist with training of faculty and others within the college.
 
Collects and reports data on university program success and transfer partnerships.

Routinely processes forms (travel, expenditure authorizations, etc.), and maintains an inventory of selected institutional forms

Prepares and maintains instructor composite schedule

Verifies all documents requiring the Dean 's signature for accuracy and completeness

Prepares correspondence and/or information of a routine nature without instructions

Orders office supplies and forms as needed; reviews and updates supplies inventory levels

Prepares full-time temp request forms and non-instructional worksheets for HR to generate contracts; audits time sheets for accuracy for submission to HR

Manages the process of adding/updating programs of study, curriculum data sheets, and catalog information

Tracks, maintains, and reports all data for programs

Prepares meeting agendas and prepares and distributes minutes

Manages complex records and information systems, ensuring accurate organization, secure maintenance, and efficient retrieval of digital and physical documents.

Delivers and picks up divisional mail from mail room; screens, prioritizes and processes mail

Arranges for routine maintenance and repair of office equipment as necessary

Manages assignment of resources (keys, computers, furniture, supplies) for division faculty and staff

Updates and maintains division web site

Coordinates all office moves

Assists with the organization, planning, and execution of program events, and event planning for department functions for the service area

Communicates with Security on any campus emergencies and with facilities on maintenance issues

Participates in appropriate professional development activities

Knowledge, Skills & Abilities:

Excellent written and oral communication skills

Excellent customer service skills and interpersonal skills

Ability to work with a high degree of accuracy in a fast-paced office environment

Ability to maintain records accurately and be able to meet deadlines consistently

Ability to maintain confidentiality and take measures to secure student and faculty records

Intermediate to advanced knowledge of Microsoft Office including Word, Excel, and Access

Ability to travel between campuses

Requirements:

Associate degree

Five years of experience in an office environment

 

Preferences:

Experience in a Community College or other postsecondary setting

Five years of experience supporting community college administration