Assistant to the Dean

Job description

Assistant to the Dean

University of San Francisco

Job Summary:

The Assistant to the Dean oversees all administrative functions for the Dean's Office. The Assistant to the Dean provides all direct support to the Dean, including scheduling, answering phone calls and correspondence, and managing Purchase Card and Expense reports. The Assistant to the Dean also supports the Dean in fulfilling their primary responsibilities. The Assistant provides communication, task prioritization, project management, and complex administrative support to the Dean, serving as principal aide on highly confidential matters and daily operations. These include, among others, interactions with faculty members, including faculty meetings and annual academic planning meetings; the Provost, the Provost's Council, and the Leadership Team; students; alumni, business leaders, and donors.

Job Responsibilities:

The Assistant to the Dean is responsible for maintaining a welcoming and open environment in the Dean’s Office. The Assistant is a leader in providing high quality service to all who contact the Dean’s Office. The Assistant to the Dean also ensures that the Dean’s Office functions effectively, efficiently, and in keeping with the Vision, Mission, and Values of the University of San Francisco.

The Assistant to the Dean manages the flow of information and people in the Dean’s Office using good judgment in determining priorities. The Assistant provides the primary point of contact for the Dean with all constituencies on and off campus. The Assistant schedules appointments and meetings, refer people to others as appropriate and independently answer routine inquiries. Special communication projects involving alumni, donors and friends of the School is also managed by the person.

The Assistant to the Dean prepares and monitors Purchasing Card expenditures and Expense Reports. The Assistant coordinates and, as appropriate, manages on and off-campus meetings and events, including the Dean’s off-campus and out-of-town travel. The Assistant reviews expense and time reports of those reporting to the Dean, when necessary. All of the Dean’s files, correspondence, and records, including confidential materials, are the responsibility of the Assistant. Office supplies and school gifts are ordered and maintained by the Assistant, who also supervises one of more student workers.

The Assistant to the Dean supports all of the Dean’s interactions with faculty. This includes scheduling and managing logistics for all faculty meetings. It also includes the maintenance of a calendar and reminder system for sabbatical requests, academic planning (ACP) filings and appointments, promotion and tenure applications and materials, and new faculty application materials and schedules. The Assistant manages and coordinates Faculty Awards, including events.

The Assistant to the Dean supports the Dean in their activities with alumni, donors, and members of the business community. The Assistant schedules and manages meetings of the Dean’s Circle, Business Council, and other groups that support the School through interaction with the Dean.

Essential Job Responsibilities
• Ensure that the University Mission is carried out through all operational activities of the Dean’s Office.
• Ensure that the School’s Strategic Plan is implemented through all operational activities in the Dean’s Office.
• Manage telephone calls, mail, and interaction with visitors to the Dean’s Office.
• Independently respond to routine inquires and correspondence.
• Manage the Dean’s schedule on campus and off campus, including all University travel.
• Act as a communication specialist for the Dean, preparing a wide variety of correspondence and presentation materials. Maintain all Dean’s files, including sensitive and confidential items.
• Operate at the highest level of confidentiality regarding personnel and financial matters and manage unique situations with discretion, tact and professionalism.
• Manage the Dean’s interactions with faculty, especially with regard to scheduling tenure and promotion applications and materials; ACP materials and meetings; sabbatical requests; voting; outside employment reporting; and faculty meetings and events.
• Oversee all logistical details of meetings and travel.
• Manage the Dean’s interactions with the Provost’s Council and the Leadership Team.
• Schedule and manage Dean’s Circle, Business Council, and other external group meetings.
• Plan and manage selected special events and projects as directed.
• Review or approve time and expense reports from those reporting to the Dean.
• Manage the Dean’s Office, including supplies, awards, and promotional merchandise.
• Oversee student workers in the Dean’s Office.
• Interface with School and campus offices to ensure smooth functioning of the Dean’s Office.
• Willingness to work flexible schedule to accommodate covering school events required

Other Responsibilities:
• Additional areas of responsibilities may be assigned the Dean.

Minimum Requirements:

Five or more years of experience in a support role to an executive or senior manager or equivalent experience; Bachelor degree required; successful experience with in an fast-paced, achievement-oriented team environment; ability to juggle multiple tasks and demands; ability to interact with faculty, staff, students, alumni, and others in a professional, service-oriented role; strong communication skills; experience composing written communications and editing and proofreading materials written by others required; commitment to USF’s Mission, Vision and Values; ability to represent the School within and outside USF on operational matters in the dean’s office; commitment to excellence; commitment to evidence-based decision-making and evaluation; college degree or university experience desirable.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.





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Job No:
Posted: 3/20/2018
Application Due: 5/16/2018
Work Type: