Dean's Assistant

Jun 20, 2019
Institution Type
Four-Year Institution
Job Title: Dean's Assistant
Location: Morris
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 330533

The University of Minnesota Morris Office of the Vice Chancellor for Academic Affairs and Dean seeks a Dean's Assistant. This position is full-time (12 month), 40 hours (100%), Monday - Friday, 8:00am - 4:30pm, represented by Civil Service and reports to Vice Chancellor for Academic Affairs and Dean. The qualifications are as follows:

Essential knowledge, skills, and abilities

  • A BA/BS degree or combination of related education and related work experience to equal four years.
  • Experience working with Google and Microsoft office software suites.
  • Commitment to working with diverse faculty, staff, students, and people outside the University.
  • Excellent oral, written, and interpersonal communication skills.
  • Proven success providing timely and effective support and coordination of the administrative functions in a professional office environment.

Preferred knowledge, skills and abilities

  • Experience providing administrative support to multiple high-level professionals
  • Experience working with diverse faculty and students in higher education setting
  • Prior University of MN work experience
  • Experience with Enterprise Financial System
  • Proven reliability/experience with timely daily opening of office/business
  • Typing speed and accuracy of 50 wpm or more
About the Job

The primary purpose of this position is to provide assistance to the dean and coordinate and/or perform the wide range of duties that are supported by the office of the vice chancellor for academic affairs and dean. The bullets below only outline the variety and number of tasks that fall under each category.

1. Provide support for the vice chancellor for academic affairs and dean (30%)

  • Manage the dean's office, including supervision of two AFSCME clerical employees
  • Manage the dean's schedule
  • Screen phone calls and visitors and field questions regarding all areas of academic affairs
  • Draft routine correspondence
  • Assist the dean with appraisals of probationary faculty
  • Revise and submit completed promotion and tenure dossiers
  • Prepare report on post-tenure reviews
  • Draft the Morris academic calendar
  • Approve financial transactions in EFS system and provide signature authority in dean’s absence
  • Manage campus listservs (facpa, acadaff, curriculum, divchair, ftfaculty, newfpa, tenure)
  • Approve sending of appropriate academic affairs-related email to the official student list in the dean’s absence

2. Provide support for committees and programs (25%)

  • Provide support for the Curriculum Committee, of which the dean is chair (schedule meetings, prepare agendas and materials, take minutes, prepare reports, prepare agenda items for the Campus Assembly, staff subcommittees or task forces such as the Educational Development Program (EDP) review committee, provide support for academic program reviews and general education reviews, and report on the dean's behalf at the Steering Committee meeting of committee chairs when needed)
  • Coordinate the Morris Academic Partner (MAP) and Morris Student Administrative Fellowship (MSAF) programs, including preparing the annual call for proposals, fielding questions about the program, updating the electronic application and preparing a spreadsheet for the Dean and Division Chair to review, notifying Financial Aid of proposed student partners, sending out award memos to faculty and student recipients.
  • Provide support for the campus Level II Promotion and Tenure Committee
  • Provide support for the Horace T. Morse Alumni Award and the John Tate Award review committees
  • Provide support for the Distinguished Visiting Professor in the Liberal Arts
  • Provide support for the Founders Scholar review committee
  • Coordinate the Founders Scholar Forum on the Liberal Arts

3. Provide support for faculty (25%)

  • Provide support for single semester leaves (prepare application forms, support review committee, prepare notices of awards, prepare payroll documents, and share list of leaves with appropriate offices/personnel)
  • Provide support for sabbatical leaves (prepare application forms, prepare spreadsheet of applications, prepare and submit spreadsheet for sabbatical supplements, prepare notices of awards, prepare payroll document for each award, and share list of leaves with appropriate offices/personnel)
  • Prepare letters of award and prepare payroll documents for Master Adviser stipends
  • Provide support for Diversity Pre-doctoral Fellowship program (prepare contract, arrange housing, and act as contact person with Twin Cities Graduate School office throughout the year)
  • Provide support for the Faculty Release Time Program (prepare application forms, support the Faculty Development Committee's subcommittee, and prepare notification letters for the applications)
  • Prepare August schedule of events for faculty
  • Prepare and maintain Faculty Deadlines list on Dean's Office web site
  • Maintain discipline coordinator list

4. Provide support for faculty hiring (20%)

  • Assist the dean and HR director in preparing and revising the campus academic personnel plan
  • Prepare annual ads for blanket hires of temporary faculty and P&A instructors
  • Prepare annual Chronicle of Higher Education ad for tenure-track searches and the Distinguished Visiting Professorship in the Liberal Arts call for applications
  • Prepare appointment letters for new full-time faculty, multi-year contracts, tenure-track faculty
  • Prepare appointment letters, forms, and IPC documents for online learning and CIS faculty
  • Prepare appointment letters and forms for augmentations, stipends, awards, leaves, etc.
  • Track faculty resignations and retirements, and provide documentation to HR concerning retirements and the requests for emeritus status
  • Coordinate the New Faculty Orientation Day (includes planning the schedule, reserving the space, coordinating audio/visual needs, coordinating visits to offices, inviting participants and guests, preparing name tags/invitations/handbook/and materials, ordering meals, organizing photo session, etc.)

Supervisory Responsibility
Supervises and delegates work to one or more support staff; monitors progress and outcomes. Has the authority to hire, transfer, suspend, promote, discharge, assign work, reward, discipline, direct the work of other employees, and adjust grievances.

How To Apply Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter, resume and contact information for three references. Applications will be accepted until the position is filled.


The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U:

Morris values diversity in its students, faculty, and staff. Morris is especially interested in qualified candidates who can contribute to the diversity of our community through their teaching, research, and /or service because we believe that diversity enriches the University experience for everyone.

This publication/material is available in alternative formats upon request. Please contact UMN Morris Human Resources, 320-589-6024, Room 201, Behmler Hall, Morris, Minnesota. To request disability accommodation contact: UMN Morris Human Resources, 320-589-6024, Room 201, Behmler Hall, Morris, Minnesota.

Background Check Information

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About the U of M

The University of Minnesota, Morris (UMM)

The University of Minnesota, Morris (UMM) makes its home on a 121-year-old campus on the western edge of the state and is one of the top public liberal arts colleges in the nation. The small, close-knit campus emphasizes faculty/student collaboration in research, study abroad, and service learning. Deeply rooted in the tall grass prairies of Minnesota, the campus also has advanced sustainable, environmentally friendly initiatives that have grown to levels of national leadership and touch nearly all aspects of campus life.

A distinctive undergraduate campus within the University of Minnesota system, Morris combines a rigorous, student-centered residential liberal arts education with access to the resources and opportunities of one of the nation's largest universities. A founding member of the Council of Public Liberal Arts Colleges (COPLAC), Morris provides students with a rigorous academic experience, preparing them to be global citizens who value and pursue intellectual growth, civic engagement, intercultural competence, and environmental stewardship. The student body of nearly 1700 is supported by 130 faculty members, a student/faculty ratio of 13:1. The Morris campus is the most ethnically diverse in the University of Minnesota system, with 20 percent American Indian students, 10 percent U.S. students of color, and 12 percent international students.

Morris is highly ranked by national publications -- U.S. News & World Report as a top-ten public liberal arts college; Forbes as one of the best colleges and universities in the nation; and Fiske Guide to Colleges includes Morris in its list of “the best and most interesting” schools in the U.S., Canada, and the United Kingdom. Morris students consistently win national awards – in 2017-2018, Morris was the only public baccalaureate institution among the top student Fulbright award producers. Among University of Minnesota campuses, Morris has the highest proportion of faculty in the University’s Academy of Distinguished Teaching. The campus is also a national leader in sustainability, evidenced by receipt of the inaugural Excellence in Sustainability award from the National Association of College and University Business Officers and an Association for the Advancement of Sustainability in Higher Education STARS Gold rating.