Dean's Office Senior Administrative Assistant

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Position Title:

Dean's Office Senior Administrative Assistant## Position Type:

Regular## ## Hiring Range:$25.05 - $30.05/per hour;
* Compensation will be based on education, experience, skills relevant to the role, and internal equity.*## ## Pay Frequency:

Hourly

A.
POSITION PURPOSE This position reports to the Assistant Director of Administration. The purpose of this position is to support the administrative operations of the School of Engineering Dean’s Office.

B.

ESSENTIAL DUTIES AND RESPONSIBILITIES Provide administrative support to the Dean's office team and when appropriate, acts as a backstop for administrative assistance for other units in school.
* Act as point of contact for faculty, staff, students, and external constituencies
* Reply to inquiries and provide verbal and/or written responses, data, forms, etc., if necessary
* Interact with students and assist them with forms, questions, assigning new majors to appropriate advisors, etc.
* Provide assistance scheduling and maintaining Dean’s Office calendar of events including workshops, speakers, symposiums, conferences, etc.
* Maintain a repository of School of Engineering policies and procedures and guide
* Develop and continuously improve standardized workflows for creating job aids, streamlining processes to enhance efficiency, accessibility, and accuracy while ensuring alignment with institutional policies, best practices, and the needs of faculty, staff, and student employees.
* Ensure general inventory of office supplies are maintained
* Support Marketing and Communications team in School of Engineering website maintenance
* May provide backup support to other engineering departments in the event of vacation, sickness or other emergency
* Financial Support  + Support Dean’s Office Department Manager on the monthly tracking and reconciliation of Dean’s Office financial transactions  + Correct all errors identified in monthly reconciliations  + Process departmental purchase requisitions in a timely manner  + Process Financial Transaction Adjustment Requests (FTARs) to correct any errors identified in departmental financial transactions  + Human Resource Management  + Work with the Dean’s office to support timely hiring of adjunct faculty including posting quarterly and annual positions  + Ensure all faculty searches are conducted via Workday and that required data is uploaded and submitted  + Arrange and coordinate onsite interviews and/or travel for faculty and staff candidates, guest speakers, visiting lecturers, etc.

where appropriate  + Welcome new faculty and assist in getting them acclimated to SCU  + Ensure all student employees are hired and accurately processed according to all established university policies and procedures  + Submit completed TA/RA forms to the appropriate department  + May hire, train, supervise, and evaluate departmental student assistant(s)
* Special Projects and Other Duties as Assigned  + Special projects and other duties may be periodically assigned, as necessary to support the Dean’s Office  + Support events on behalf of the Dean’s office including Partnerships and Engineering Advisory Board

C.
PROVIDES WORK DIRECTION
* Will supervise student employees, as needed.

D.
GENERAL GUIDELINES
* Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.  Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.  Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the…