PRIMARY PURPOSE:

Provide administrative support to Associate Dean. Provide office and administrative support to the Dean’s Office Suite, as needed.

RESPONSIBILITIES:

• Maintains a tickler file for Associate Dean;
• Assists students by facilitating bar entrance processes and grade appeals;
• Preliminary review of application amendments from students, request additional materials & files as needed, prepare first draft and final letter from Associate Dean and communicate resolution to student;
• Prepares correspondence as directed by Associate Dean – compose first draft and final letter for signature;
• Works with Executive Assistant to provide the necessary information for the preparation of adjunct faculty salary letters for Dean’s signature; email contract packets to adjuncts, and scans adjunct material into BDM;
• Coordinates adjunct information each semester with human resources, the registrar’s office, and the business office;
• Provides adjunct contact information to other departments;
• Updates adjunct webpage each semester;
• Assists in adjunct hiring process by fielding inquiries from new prospective adjuncts, providing application, previous syllabi, textbook information, and other support as needed;
• Contacts potential adjuncts to gauge interest and set interview appointments;
• Maintains adjunct files and complete follow-up as needed for signed contracts, transcripts, and other needed documents; 
• Manages files for students under Associate Dean for Academic Affairs;
• Assists with scheduling of classes by creating and maintaining necessary reports on faculty workload, courses, eve/weekend rotation, and adjunct faculty.
• Assists with updating the adjunct faculty handbook;
• Works with Administrative Specialist to organize new faculty and adjunct training and other events and activities as assigned;
• Compiles and maintains course syllabi retention and examinations for Office of Associate Dean;
• Assists with annual ABA questionnaire;
• Designs, creates, and compiles data reports as needed;
• Daily communication with students, department heads, and faculty;
• Assists Associate Dean with student appointments and communications (i.e. attendance issues, etc.)
• Provides administrative support to Dean’s Suite by sharing in responsibilities for greeting visitors, answering phones, and processing and delivering mail and graduation;
• Attends Department Head meetings to record minutes;
• Attends Honors and Awards and Commencement ceremonies;
• Maintains strict confidentiality, a collaborative work environment and works well with others; and
• Other duties as assigned.

Required Skills

A.A./A.S. degree required. Bachelor’s degree preferred. Will consider a combination of education, and experience (especially in higher education) in lieu of degree.  At least 5 years of experience as an executive assistant or highly responsible administrative support role. Must possess a high level of organization and strong written and verbal communication skills.  Ability to make decisions, exercise sound judgment, and maintain confidentiality.  Ability to work as a positive team player as well as independently.  Excellent follow-through and attention to detail, excellent multi-tasking and interpersonal skills.  Must be a dependable, responsible contributor committed to excellence and success.  Strong customer service skills and professionalism are a must.  Works to build an environment that promotes and facilitates the success of Diversity and Inclusive Excellence. Ability to work flexible hours during busy office periods.

Grade : 05

Proof of completed COVID-19 Vaccination Required

Required Experience

A.A./A.S. degree required. Bachelor’s degree preferred. Will consider a combination of education, and experience (especially in higher education) in lieu of degree.  At least 5 years of experience as an executive assistant or highly responsible administrative support role. Must possess a high level of organization and strong written and verbal communication skills.  Ability to make decisions, exercise sound judgment, and maintain confidentiality.  Ability to work as a positive team player as well as independently.  Excellent follow-through and attention to detail, excellent multi-tasking and interpersonal skills.  Must be a dependable, responsible contributor committed to excellence and success.  Strong customer service skills and professionalism are a must.  Works to build an environment that promotes and facilitates the success of Diversity and Inclusive Excellence. Ability to work flexible hours during busy office periods.

Grade : 05

Proof of completed COVID-19 Vaccination Required