Assistant to the Dean

Potsdam, NY
Jun 14, 2019
Institution Type
Four-Year Institution
Posting Details

Position Information

Job TitleAssistant to the DeanPosting NumberStaff 2014000966FLSANon-ExemptLevelFull-time/ Part-timeFull-timeIs this a temporary Position?No Position Summary Information

Job Description Summary

Reporting to the Dean of the School of Business this incumbent assumes major duties in performing a wide variety of highly responsible tasks and confidential work associated with the Office of the Dean. Performance in the role requires the application of an extensive knowledge in the area of policies, procedures, regulations, and rules governing the University. This position assists the Dean in matters of corporate and alumni outreach as well as all matters pertaining to the faculty and staff. This position requires assisting with the development of undergraduate programs in the School of Business and interacting with various academic and administrative offices across campus to address parent, student, faculty and administrative concerns and problems.

Position Responsibilities:

  • Coordinate outreach for School of Business by initiating, and coordinating the activities of the Business Leadership Council (BLC) and program advisory group members.
  • Attend Dean/Chair meetings, take/distribute minutes: follow through on appropriate action.
  • Collaborate with administrative team and University stake holders in implementation of policies and procedures.
  • Coordinate and attend fall and spring Business Leadership Council meetings; organize and maintain materials for the meetings. Responsible for orderly dissemination of materials and the minutes. Assist the Dean in accelerating communication s to the Council. In coordination with Philanthropy, ensure candidates for the BLC meet the level of requirements and prepare notifications to potential supporters.
  • Process a variety of personnel actions and maintain related records for the Dean and Associated Dean. Preparation of all School of Business faculty contracts which include but is not limited to: Adjunct, Courtesy, Part-Time, and Full time. Responsible for input of information on salaries into PeopleSoft. Compose routine correspondence and handle routine matters independently. Maintain the Deans calendar, screen visitors, telephone calls and mail. Coordinate all faculty recruiting. Recording of minutes at faculty/staff meetings. Enter job postings in PeopleAdmin.
  • Coordinate all tenure, promotion, retention, and post-tenure review processes with Dean. This includes checking the files for completeness and adherence to the University Operations Manual. Assisting faculty and the file preparer on file format and requirements.
  • Review operating budget periodically to analyze trends affecting budget.
  • Consult with program directors and Associate Deans to ensure adjustments are made in accordance with program changes in order to facilitate long-term planning.
  • Under the guidance of the Dean, approve transactions and expenditures of funds for departments. Approve on-line transactions – purchase requisitions and University One-card for School of Business faculty/staff.
  • Coordinates activities of personnel responsible for formulation, monitoring and presentation of budgets for controlling funds to implement program objectives. Compile data based on statistical studies and analyses of past and current years to prepare annual budgets and to justify funds requested.
  • Correlates appropriations for specific programs with appropriations for divisional programs, including items for emergency funds.
  • Responsible for the coordination and preparation of materials for AACSB accreditation process.
  • Prepare certificates and letters for Dean’s list students, maintain associated filing system, process applicable forms, and obtain Deans signature for certificates.
  • Act as Liaison between the Dean & parents for student related matters while ensure FERPA is followed.
  • Responsible for the hiring, training and supervision of work study students.
  • Assist with the preparation of travel arrangements for required Global Experience for faculty-led trips. Processes distribution, expense reports, purchase orders and other accounting documents related to global travel.
  • Coordinate all aspects of planning, implementation, and promotion of multifaceted events including alumni engagement, residency weeks, graduation, guess speakers, special events, and administration aspects of global learning opportunity (GLO) trip.
  • Coordinates Global Supply Chain Management seminar activities, including travel arrangements. Handles inquiries from admitted participants, addressing questions and concerns and communicate program logistics. Monitors transaction, expenditures, identifies and resolves discrepancies for the Global Supply Chain budget. Processes disbursements, expense reports, purchase orders and other accounting documents.
  • Performs other duties incidental to work performed herein.
  • Performance of the above jobs require you to be at work.
Minimum Qualifications:
Include Education,
Experience, and Skills

Minimal Education:

  • High school diploma or equivalent, and five (5) years’ administrative office experience.

Minimal Experience:
Five (5) yeas’ experience with progressive responsibility in an academic setting that demands independent judgement and handling of confidential records.

Preferred Qualifications:
Include Education,
Experience, and Skills

Preferred Education:

  • Associates degree in related field, and knowledge/familiarity with Adobe Professional software (creating/editing .pdf forms); Moodle

Preferred Experience:

  • ten (10) years’ experience with progressive responsibility in an academic setting that demands independent judgement and handling of confidential records.
Physical Demands

Physical Demands:
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; bend and stoop. The employee must occasionally lift and/or move up to 25 pounds.
  • Regular use of the telephone and e-mail for communication is essential.
  • Sitting for extended periods of time is common.
  • Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.
  • Occasional move about the office to access files or office equipment, operate a computer and other office productivity machinery, such as a calculator, hand held devices, copy machine, and computer printer.
  • Good manual dexterity for use of the common office equipment such as computer terminals, calculators, copiers, and FAX machines.

Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Posting Detail Information

Close DateOpen Date05/16/2019Open Until FilledYesSpecial Instructions for this Posting

Clarkson University is an Affirmative Action/Equal Employment Opportunity employer.
All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Reference Request Details

Maximum Number of Reference Requests3Minimum Number of Reference Requests3Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Academic Keys
    • Chronicle of Higher Education
    • Clarkson Website
    • Massena-Potsdam Courier Observer
    • Hispanic Outlook
    • IM Diversity
    • Insight Into Diversity
    • JTPA
    • LinkedIn
    • New York Job Bank
    • North Country This Week
    • St. Lawrence Plaindealer
    • Veterans Administration
    • Watertown Daily Times
    • Ogdensburg Journal
    • Employee Referral
    • Alumni Referral
    • Conference Referral
    • Indeed
    • List-serv
    • Discipline specific journals
    • Discipline specific website
    • Times Union
    • Other
    • I do not wish to answer
  2. * What is the highest level of completed education that you currently hold?
    • Highschool Diploma/GED
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • ABD (all but disertation)
    • Phd
  3. * Do you have 5 years’ experience with progressive responsibility in an academic setting that demands independent judgment and handling of confidential records?
    • Yes
    • No
  4. * How do you embrace Diversity?

    (Open Ended Question)

Documents Needed to ApplyRequired Documents
  1. Resume
  2. Cover Letter
  3. List of References
Optional Documents

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