Administrative Assistant to the Dean of Engineering

Job description

Administrative Assistant to the Dean of Engineering

Tracking Code719-674 Job Description

The Administrative Assistant to the Dean of Engineering will provide daily support to the Dean with regard to all CoE operations.

Assignments include but are not limited too:

Provide administrative support to the dean

  • Create internal/external communication
  • Schedule meetings and maintain the dean’s schedule
  • Arrange the dean’s travel
  • Assist with employee recruitment
  • Acknowledge student inquiries and CoE visitations
  • Assist with Accreditation
  • Open and process mail
  • Prepare and process academic suspension/probation letters for engineers and pre-engineers
  • Report academic actions taken to the Registrar and CoE Faculty
  • Prepare and process Dean’s list letters and update the hallway plaque
  • Administer selection process for student scholarships /awards for TED Banquet
  • Administer selection process for faculty summer research and awards
  • Enter data for faculty workload reports
  • Assist with faculty promotion/tenure committee meetings and letters
  • Submit FM work orders
  • Communicate with building services as needed
  • Prepare thank you notes to major donors
  • Review and maintain CoE policies
  • Draft CoE monthly newsletter to faculty, staff and students
  • Write queries and run reports in Informer
  • Work with OneCard Office to request ID access for building and labs

Oversee all aspects of the budget

  • Account for all financial transactions, transfers, and budget adjustments for the dean’s accounts
  • Maintain a separate live database for up-to-the-minute balances
  • Run reports, validate information, correct inaccuracies
  • Maintain dean’s credit card account
  • Process dean’s expense reports
  • Verify interdepartmental charges and/or transfers
  • Deposit any income into the appropriate account
  • Enter any budget changes online (spring)
  • Review CoE Engineering Lab Fees for accurate charges or missed charges. Reconcile with the Finance Office after spring registration confirmation to ensure that the CoE received all fees due
  • Document and follow up on all matching fund grants for faculty and students to make sure funds are spent according to the agreement and proposed budget
  • Track loans made to other departments or student organizations
  • Process and track funding requests

Plan, coordinate and implement CoE programs, events, and special meetings

  • Assist in preparation for National Council meetings 2x/year
  • Take minutes at National Council meeting
  • Take minutes at Dean/Chairs meetings
  • Take minutes at Faculty/Staff meetings
  • Work with the Career Center on the Engineering Career Fair
  • Plan and execute Homecoming events
  • Plan and execute CoE Christmas dinner
  • Plan and execute CoE Senior Banquet
  • Coordinate New Faculty Orientation
  • Coordinate the MUPEC Dean’s meeting when held at Valpo
  • Monitor stock and make sure TBP cords are distributed each year

Coordinate all dean’s office purchasing and printing

  • Maintain office supplies
  • Renew CoE memberships (ASEE, ABET, WEPAN, etc.)
  • Purchase furniture, if applicable
  • Purchase letterhead, envelopes, invitations, business cards, programs, plaques, name badges, etc.

Maintain CoE records

  • Dean’s office files
  • Student files
  • Budget account history files
  • Submit data for ASEE, MUPEC, and EWC surveys
  • Submit Catalog and Student Guide copy revisions
  • Convert paper files to electronic files
  • Keep student Google-group up-to-date for email messages


  • Miscellaneous errands as necessary
  • Receive/direct phone calls
  • Coordinate special projects/renovations with FM
  • Design, program and troubleshoot digital signage in GEM & FEC
  • Update GEM/FEC directional signage
  • Coordinate GEM Emergency Team
  • Act as building contact from other divisions, including emergency management
  • Maintain AED Unit in GEM –submit monthly inspection report
  • Enter calendar events in EMS for certain rooms under CoE control
  • Make sure classrooms have the appropriate number of seats
  • Compile and submit scheduling to Registrar (2x/year)

Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds.

Employment at Valparaiso University will require a criminal background check.

To be considered for this position you must upload:

  • Cover letter
  • Resume
  • List of 3 professional references
  • Answer all the application questions

Please address cover letter to:

Doug Tougaw, Dean
Valparaiso University
College of Engineering
Valparaiso, IN 46383

Required Experience

  • High school graduate minimum, college degree preferred
  • Three-five years of professional office experience a must
  • Experience with integrated computer systems, accounting skills, creative desktop publishing skills
  • Must be detail orientated, organized, and innovative
  • Possess outstanding interpersonal communication and human relations skills
  • Possess good written and oral communication skills
  • Knowledge of Datatel and Informer a plus
  • Must set high standards in everything they do

Job Location Valparaiso, Indiana, United StatesPosition TypeFull-Time/Regular




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Job No:
Posted: 2/17/2021
Application Due: 2/26/2021
Work Type: Full Time