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Assistant to the Dean of the School of Education and Human Services
4 months ago
Assistant to the Dean
School of Education and Human Services
The University of Saint Thomas is a growing and innovative Catholic university committed to forming students and serving society in accord with the religious and intellectual traditions of Catholic higher education as expressed in Ex Corde Ecclesiae. Founded in 1947 by the Basilian Fathers, the University of Saint Thomas is an internationally respected private, co-educational, comprehensive university. For more than 75 years, we have been graduating students into successful careers in medicine, education, business, public administration and more - throughout Houston and across the globe. The University of Saint Thomas enrolls a student body that reflects the Catholic Church's global reach with nearly 4,000 undergraduate and graduate students from 34 states and 61 countries on its home campus in Houston's beautiful Museum District, Innovation Corridor and just steps from downtown and the famed Texas Medical Center. The University also has other satellite locations throughout the metro area and online.
Essential Duties and Responsibilities:
- Process the SEHS Faculty Payroll and maintain the guidelines/policies/procedures. Work with the VPAA office so SEHS meets the required policies.
- Process all SEHS Invoices, Expense Reports, Purchase Requisitions, and all other departments documents needing the Dean's signature.
- Review the department budget and assist with the forecast of next academic year.
- Review financial statements and process payments to the correct budget/accounting codes.
- Work with the Business Office to ensure budget accounts are properly utilized.
- Support to the Dean for internal and external relations including correspondence, meetings and initiatives.
- Submit job descriptions and other necessary paperwork for new open positions for Adjunct, Full-time Professors, and Staff positions to Human Resources and the VPAA office.
- Process new hires of Adjuncts, Full-time Professors, and Staff members into the system and work with VPAA, HR, and IT offices for completion of necessary documents.
- Assist with new employees for IT set up, access to PeopleSoft, Keys, and Training.
- Oversee the operations of the Office of the Dean.
- Support the faculty and staff through meetings and correspondence.
- Manage the workflow of the SEHS departments.
- Coordinate the SEHS Scholarship process to award students' financial assistance through collecting the applications/essays, coordinate the reading of essays for ranking, and correspondence to students the recipients of the results.
- Coordinate the logistics of the SEHS Annual Recognition Celebration for students awarded scholarships and honors.
- Manage the Center for Educational Partnership (CEP) and Advisory Board (AB) for correspondence, agenda, meetings, minutes, and invoices.
- Execute SEHS promotional materials to include print materials, articles for UST website, and social media to highlight the various departments.
- Assist with any UST/SEHS Lecture Series, Information Sessions, Events, and Activities.
- Manage the Malloy Hall building.
- Work across UST departments to initiate policy and procedures.
- Ability to work collegially with other diverse individuals and be a team player.
- Answers the department phone and perform other duties as assigned.
Qualifications and Requirements
- Minimum 5 years of experience as an administrative assistant or secretarial experience.
- Experience at an institution of higher education preferred.
- High level of proficiency with the Microsoft 365 suite of applications.
- Excellent communication skills, both oral and written.
- Ability to perform well under pressure, and work with minimal supervision.
- Ability to analyze and solve problems and make decisions.
- Strong interpersonal skills and emotional intelligence.
- Keen understanding of academic culture: its values and patterns.
- Ability to anticipate upcoming tasks within the academic cycle, and to remain organized and efficient through its seasonal variations.
- Demonstrated customer-service orientation.
The University of St. Thomas is an Equal Opportunity Employer.
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