Administrative Assistant to Dean, Holland School of Science
2 weeks ago
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
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