Fashion Institute of Technology - Assistant to the Dean

Location
New York City, New York
Posted
Jun 21, 2017
Institution Type
Four-Year Institution

About Fashion Institute of Technology:

The Fashion Institute of Technology (FIT), an internationally renowned college of art and design, business and technology, of the State University of New York, invites nominations and applications for a Assistant to the Dean of the Jay and Patty Baker School of Business and Technology (B&T).

Job Description:

The Assistant to the Dean (ATTD) will provide a range of administrative and operational support to the Dean of the Jay and Patty Baker School of Business and Technology (B&T), including high-level, confidential and professional functions. The overarching role of the ATTD is to work both independently and collaboratively to organize and arrange for the best use of the Dean's time and focus, while ensuring that the Office of the Dean functions efficiently and effectively. As a senior administrative post in the School, the ATTD leads in setting a culture of collegiality, student-centeredness, and cohesive school community in the Office of the Dean. The ATTD directly supervises administrative support staff, seasonal and part time employees, and student workers in the Office of the Dean, overseeing and leading their work, productivity, and performance. The ATTD provides direction and guidance to administrative support staff in academic departments across B&T, and partners with offices across the College in order to enable and implement key initiatives on behalf of the B&T Office of the Dean. The ATTD provides support for the B&T Assistant Dean and other school officials as required. Perform other duties as requested. Some flexibility in hours for evenings and weekends is required during various peak periods and for special events.

Duties and Responsibilities

Proactively support and oversee Dean's day-to-day administrative support needs:

  • Calendar management, arranging conference calls and meetings, compiling and disseminating meeting background information and ensuring effective time management
  • Coordinate all local, domestic and international travel, including managing travel agendas and materials, preparing expense reports, reconciling expenses and keeping up-to-date with policies for travel and business related activities
  • Research, draft, and edit presentations, correspondence, reports, meeting minutes, briefings, and summaries as appropriate
  • Handle confidential Dean's affairs
  • Perform other duties as requested to support the Dean

Supervise staff in the Office of the Dean:

  • Training and ongoing performance management and appraisal process
  • Manage daily office coverage by staff (Monday - Friday 8:00 a.m. -¬†6:00 p.m.), time out of office, and leave reports
  • Delegate and assign duties, monitor workload, and manage performance of staff to ensure completion of all Office of the Dean administrative, operational, events, initiatives and special project assignments

Provide and oversee high-level administrative support in the Office of the Dean:

  • Use comprehensive knowledge of organizational policies and practices in order to implement policies, answer questions, and make recommendations
  • Handle incoming requests from faculty, staff, students, and prospective students via walk-in visits, telephone, email, and postal mail
  • Effectively manage and store confidential, sensitive and proprietary information in both digital and hard copy format
  • Sign on behalf of Dean on select administrative forms and documents (e.g., action forms, course cancellations and program change requests, supervisory counseling timesheets, FARS / faculty absence reports, etc.)

Provide and oversee high-level operational support in the Office of the Dean:

  • Independently initiate, organize, and implement systems and procedures to efficiently manage office operations and cyclical reporting
  • Assist Dean in administrative duties for managing Strategic planning and showcasing B&T accomplishments
  • Work with Department Tenure and Promotion Chairs and Faculty Services on all aspects of the tenure and promotion, certificate of continuous employments, and reappointment processes
  • Coordinate Office of the Dean logistics and support academic departments in developing budget projects, managing cyclical logistics related to budgets, and monitoring budget and payroll reports (e.g., OTPS, personnel budgets, special budgetary funding needs, transfers, classroom infrastructure and software initiatives, etc.)
  • Serve as B&T clearinghouse for coordinating faculty workload data (e.g., Faculty Contact Hours, Evening and Supervisory Counseling hours, Overtally reports, Release Time Requests, etc.); includes monitoring, maintaining strong centralized tracking records, and ensuring adherence to payroll deadlines, contractual guidelines, academic restrictions, and other policies
  • Support academic departments in logistics related to curriculum and programming (e.g., program or course changes, creation and/or cancellation of courses, student registration and record issues, providing checks and balances tracking for internal B&T steps needed prior to submission to Academic Affairs, etc.)
  • Manage logistics for supporting student-centered operations for the Office of the Dean
  • (e.g., report generation as needed for academic reports and student data, Dean's List letters, part time staff time sheets, etc.)
  • Supports content management maintenance for B&T website
  • Work with Office of the Registrar and Records, Office of Enrollment Management and Student Success, and academic departments to ensure student and enrollment data are produced and distributed (e.g., Dean's List, new admit reporting, new student welcome letters, etc.)
  • Coordinate staff coverage for academic departments during peak vacation and break periods.

Coordinate and oversee administrative planning for Office of the Dean events, initiatives, and projects:

  • Manage administrative planning and execution (e.g., reservations, agendas, catering, technology needs) for events and meetings (e.g., Dean's Forum, Baker-Wharton Invitational, Orientation, Open House, Junior Day, Admitted Student Day, School luncheons, B&T Department Chair Meetings, Accreditation Council for Business Schools and Programs meetings, etc.)
  • Coordinate Baker Scholar Program (e.g., candidate selection, monitoring performance of scholarship requirements, and arrangements for meetings, events, excursions, etc.)
  • Provide administrative support for accreditation-related activities, e.g., calendar management, travel and event coordination, hosting external visitors on campus, and report preparation for Middle States, ACBSP, and other specialized associations related to B&T
  • Plan, execute, and manage other special projects according to deadlines and within budget

Perform other duties as requested.

Requirements:

  • Minimum of a Bachelor's degree and five years of related experience working in higher education and/or supporting a senior executive
  • Excellent communication, interpersonal, and customer service skills
  • Highly organized with keen attention to detail
  • Ability to prioritize multiple responsibilities to ensure deadlines are met
  • Demonstrated experience in dealing with confidential information with tact and discretion
  • ¬†Professional demeanor with a positive disposition and problem solving capabilities
  • Experience supervising administrative staff
  • Ability to be proactive and work with little direction both independently and collaboratively
  • Proficient in Microsoft Office Suite (Word, Excel, PPT) and Google Suite (Gmail, Calendar, Drive, Docs, Sheets, Forms, etc.)
  • Adept at using digital tools for web site content management, setting and supporting virtual meetings, and budget management
  • Interest and aptitude to learn proprietary and legacy digital systems (e.g., CourseLeaf, Blackboard, Brio/Banner, Bitech, etc.)
  • Ability to use technology to create administrative efficiencies and an interest in staying technically current and mastering new software or university on-line systems

Additional Information:

Salary schedule 96

35 hour work week M-F 8:30am to 4:30pm

Application Instructions:

In order to be considered for the position, you must submit the following documents online:
* Resume
* Cover letter
* A list of three references with telephone numbers and email addresses

Please note that due to the high volume of applications we receive, we are unable to contact each applicant individually regarding his or her application status.

For more information about FIT, please visit FIT's website at: http://www.fitnyc.edu
FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals. Applications from minorities, women, veterans, and persons with disabilities are encouraged. Inquiries regarding FIT's non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212 217.3360, titleix@fitnyc.edu.