Assistant to the Dean / Administrative Manager

Potsdam, NY
Aug 21, 2019
Institution Type
Four-Year Institution
Posting Details

Position Information

Job TitleAssistant to the Dean / Administrative ManagerPosting NumberStaff 2014000995FLSAExemptLevelFull-time/ Part-timeFull-timeIs this a temporary Position?No Position Summary Information

Job Description Summary

Position Summary: Support the Dean and Associate Dean of the School of Arts & Sciences. Supervise Administrative Staff for the School of Arts & Sciences in collaboration with department chairs. Provide guidance to standardize work processes across the School. Review all SA&S Tenure/Promotion files for completeness and adherence to policy. Budget Manager. Participate in the development of budget requests and work with Finance to facilitate expenditures through the financial system (set-up accounts, Computer Refresh allocations, Start-up accounts, initiate transfers, prepares monthly updates and budget projections and monitor Department/Research budgets within the Institute). Keep Dean appraised of budget commitments. Administer policies established by the Dean of Arts & Sciences regarding budgetary, personnel, academic issues. Maintain records of established guidelines. Provide guidance and information to Faculty/Staff to ensure compliance with School and University procedures. Handles and/or supervises all conventional correspondence, travel schedules and administrative activities. Organize School events including Advisory Council. Edit the online newsletter.

General Purpose: Manage and maintain the administrative flow of the office, provide first contact for faculty & staff, students, and initiate action when appropriate Supervise Administrative Staff SA&S Administrative staff. Administers policies established by the dean regarding budgetary, personnel & academic issues. Represent the Dean as required. Maintain confidentiality and discretion regarding University business and files.

•Supervise all SA&S Administrative Assistants. All Administrative Assistants will have a dotted line to the Chairs of the Departments.
•Supervise/review work submitted to Dean by Department Chair and Administrative Assistants.
•Train new faculty and Chairs on standard operating procedures.
•Conduct staff meetings to inform and update staff of any new policies or procedures. Stay informed of staff needs and schedule meetings with individuals who can assist with questions or problems.
•Arrange staff training and invite guest speakers to present.
•Conduct support staff evaluations in conjunction with the Chairs and submit salary recommendations.
•Hiring Manager for support staff search committees and interview prospective candidates.
•Train new staff on University workflow/policies/procedures/etc. Arrange staff training and invite guest speakers as needed.
•Arrange for office coverage to handle any staff absences, coordinate vacation time to maximize office coverage. Assist department faculty with coverage during unexpected absences.
•Maintain faculty and staff personnel files including confidential and non-confidential material (paper and electronic files/records). Assist with performance evaluations when required. Maintain recruiting files for new faculty and staff. Consult with Dean on support staff evaluations and performances. Serve on the support staff search committees and interview prospective candidates.
•Assist with monitoring SA&S budget: including salary pools and operating budgets, Departmental budgets and research accounts. Establish, monitor, verify and reconcile expenditure of budgeted funds for a variety of specialized accounts. Reconcile P-Card statement. Use PeopleSoft for both financial transactions and student queries.
•Assist with review of tenure and promotion files to make sure files comply with School and University regulations. This includes checking the files for completeness and adherence to operations manual (e.g. selection of internal/external reviewers). Advise faculty and file preparer on file format and requirements and dates.
•Prepare Chair contracts and review all new and continuing SA&S faculty contracts and payroll authorizations; verifying School and University policy regarding pre- tenure period, sabbatical leave, leave of absence, start-up package, and other special conditions.
•Facilitate communications and liaison between the Dean’s office and Department units.
•Monitor and update computer refresh cycle for faculty and staff in the school of Arts & Sciences.
•Supervise and monitor assignments of building space, facilities, and equipment. Discuss building safety and maintenance issues with University personnel.
•Maintain the Dean’s/Associate Dean’s electronic calendar, coordinate travel and scheduling. Maintain SN346 electronic calendar for meeting reservations.
•Administer/report for Walsh Seminar (including budget, reporting, catering, expenses: using Gift Funds).
•Organize and participate in Open House events including preparation of schedule, set up and program events. Provide assistance to Chairs when needed. Coordinate and participate in other School of Arts & Sciences events.
•Review job postings submitted by A&S departments.
•Prepare and enter all job creations for new Faculty & Staff in A&S.
•Track Arts & Sciences TA slots.
•Recruit, supervise, and train work-study students for projects in the A&S office and monitor their work.
•Prepare A&S Newsletter and reports. Assist with preparation and annual update of University Catalog. Write and/or edit catalog material, promotional material, and draft correspondence when needed.
•Attend Dean/Chair meetings, take/distribute minutes; follow through on appropriate action items.
•Maintain and update the A&S website
•Signature authority on key requests.
•Coordinate freshmen exam dates.
•Create Dean’s list letters and certificates.
•Coordinate A&S Award process.
•Check annual faculty salary letters for correctness, including administrative caps.
•Perform other duties as assigned by the Dean and Associate Dean of School of Arts & Sciences.

Minimum Qualifications:
Include Education,
Experience, and Skills

•High School degree and 10 years office experience.
•Five plus years of management experience related to the position
•Experience supervising and developing hourly staff
•Ability to analyze complex business processes; must have extensive knowledge of university policies and procedures/protocols
•Ability to work independently and on a team
•Excellent written and verbal communication skills and effective decision-making skills.

Preferred Qualifications:
Include Education,
Experience, and Skills

•Bachelors or Master’s Degree.
•In lieu of Bachelor’s Degree: 10 years’ experience as an Office Manager or 8-10 years’ of Management & Supervisory experience. Five years’ experience in an academic department-level or higher-level academic unit or in a setting that involved day-to-day collaboration with such units.

Physical Demands

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

Posting Detail Information

Close DateOpen Date08/20/2019Open Until FilledYesSpecial Instructions for this Posting

An equal opportunity /affirmative action employer, Clarkson University actively seeks and encourages applications from minorities, women and people with disabilities.

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 Requests2Minimum Number of Reference Requests0Posting 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
Documents Needed to ApplyRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents

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