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Administrative Assistant to Dean, Holland School of Science

1 month ago

Abilene, Texas, United States Hardin Simmons University Full time
Job Summary

The Administrative Assistant to the Dean, Holland School of Science will provide administrative support to the Dean and other faculty members of the Department of Biology; Chemistry, Physics & Earth Sciences; Computer Science; Engineering; and Mathematics. This role will be responsible for ensuring the internal functions of the office are operating smoothly and effectively.

Key Responsibilities
  • Maintain a professional and efficient office environment
  • Assist the Dean and Associate Dean in preparing for meetings and campus activities
  • Prepare drafts of correspondence, letters, and emails, and/or spreadsheets as directed by the Dean and Associate Dean
  • Attend relevant meetings and take minutes for HSSM meetings
  • Run various reports/surveys to gather important information for the HSSM University
  • Provide administrative support to all department's faculty within HSSM
  • Coordinate with the payroll office to complete the process for new hires
  • Order and maintain HSSM office and general building supplies
  • Assist the Dean/Department Heads with budget entry
  • Assist Dean with tracking expenses
  • Reconcile the HSSM credit cards and ensure expenses are appropriately charged to the correct budget
  • Submit requisitions and check requests for the Dean's office
  • Demonstrate proficiency with Colleague: Assign advisors to students, create courses, set capacity limits, location, time, format, and assign instructors to courses, manage waitlists, assist with registration
  • Collect, organize, and update relevant data using various software applications
  • Co-coordinate with the Dean the community outreach events undertaken by HSSM
  • Each semester, compute appropriate compensation for adjuncts and overload pay for faculty
  • Submit this information to the Provost's Office
  • Each semester, generate contracts for all adjunct instructors
  • Each semester, collect and compile syllabi for all HSSM courses and submit them to the Provost's Office
  • Participate in continuing educational opportunities to maximize workflow and skill sets to ensure job efficiency
  • Collaborate and communicate effectively and with other Dean's assistants
  • Make high-level contacts of a sensitive nature regarding routine & non-routine issues internally and externally requiring a high degree of discretion and diplomacy and timesensitivity
  • Communicate with others in a professional and congenial manner by phone, mail, and face to face
  • Prepare mailings-regular postal, intra-university, and emails
  • Process deposits for HSSM
  • Coordinate course schedules for all areas of HSSM
  • Organize the awarding of scholarships with Dean and Department Heads
  • Assist faculty with purchasing/requisitioning requests
  • Serve as contact person for alumni, prospective students and others visiting HSSM Programs on the HSU campus
  • Serve as a point of contact for current students in HSSM majors and classes, directing students to other services and offices they may need
  • Serve as building coordinator (i.e., liaison with HSU Facilities when problems arise) for HSSM Buildings
  • Manage keys for HSSM
  • Facilitate communication and arrange meetings for HSSM
  • Assist faculty members and students with general equipment needs in HSSM Buildings
  • Assist with creation of publicity for HSSM events
  • Display proficient utilization of Microsoft Word, Excel, Outlook, and Teams
  • Understand and maintain confidentiality of sensitive employee information, records, etc.
  • Maintain a safe and clean working environment
  • Perform and multi-task in a fast-paced/multi-faceted office environment
  • Organize files and maintain records
  • Keep up with forms and policies
  • Follow through on projects/tasks to completion
  • Collaborate with Dean and Department Heads as event planner for annual events