Office Manager and Executive Assistant to Dean

Position Title:

Office Manager and Executive Assistant to the Dean

FLSA:
Exempt

Employment Type:

Full Time
Hours Per Week: 37.5

Work Schedule:

Monday‑Friday 8:30‑5
Grade: 12
Compensation Range: $54,440–$71,640

Responsible for supervising full‑time and part‑time divisional support specialists and providing administrative support to all full‑time and part‑time faculty and divisional leadership. Serves as the executive administrative assistant to the Dean, providing calendar management, budget management, andטש event and project management support. Liaises between the divisions, Teaching and Learning Services, and the campus community to support divisional workflow and information tracking management.

Manages and implements current processes while evaluating and collaborating with divisional leads on new procedures and objectives.

Workflow and Information Tracking Management

• Initiates Team Dynamix processes for Division.
• Collaborates with the Teaching and Learning Services areas, Teaching and Learning Operations (TLO), AVPTL Program Manager, and AVPTL Executive Assistant, facilitating celebrated communication regarding scheduling, ad Astra, and faculty staffing/contract processes.
• Collaborates with the Academic Programs Support Manager to facilitate communication for divisional events regarding request for participation of the office of the AVPTL, PEVP and OFTP.
• In collaboration with division leadership, develops, maintains imkonates, and communicates divisional standard organizational processes.
• In collaboration with Dean and TLO, sends needed office communication to the division faculty at key points in the semester.
• Facilitates T&L office move processes with AVPTL Program Manager and other stakeholders.
• Generates reports for dimension heads/deans from Colleague (e.g., faculty workload, schedule, placements).
• Oversees and maintains division‑specific spaces and/or classrooms/labs utilized by faculty and staff.
• Works with facilities/IT on building‑related issues.
• Co‑ordinates division‑specific in‑person and virtual event planning.
• Oversees the workflow and processing of interdepartmental college forms, requests, and inquiries.
• Oversees the processing of course/section petitions and waivers in Colleague.
• Cross‑trains and performs tasks as needed аввал.

Dean Support

• Coordinates logistics for internal and external meetings including sending calendar invitations and scheduling rooms/locations.
• Prepares meeting materials such as agendas, organizes and distributes them, takes/edits notes/minutes, and provides briefings; supports scheduling for the Dean's meetings, divisional events and trips.
• Manages, collects, and organizes documents requiring Dean's approval (e.g., Promotion, Sabbaticals, MAPs), including managing the Dean's electronic signature as needed. Follows up on deadlines and needed approvals.
• Supports the monthly creation and distribution of division newsletter by collecting information, sending out notices, etc.

Budget Management

• Supports budget development cycle.
• Monitors and tracks budgets.
• Supports grant management as needed.
• Manages approvals, reimbursements, POs, etc. within division and supporting departments.
• Manages closeout processes.
• Communicates about budget processes and issues.
• Oversees and approves division purchasing in collaboration with division leadership, and as needed, departmental purchasing.
• Submits/facilitates reimbursements for Dean.

Bachelor's degree

3 years

• Bachelor degree and 3 years of experience providing administrative, and fiscal support; or an equivalent combination of education and related experience.
• Experience in management and supervision required.
• Ellucian Colleague and Ad Astra experience preferred.
• Knowledgeable in all aspects of college policy, including expertise of curricula, courses, and sequencing.
• Experience in Office 365 applications (Word, Excel, Outlook, Teams, One Drive, etc.).
• Experience in Adobe Acrobat Pro.
• Possesses internet and digital literacy skills, including webpage applications and maintenance.
• Ability to operate a personal computer, electronic mail, multiline telephone…