Dean of Social Sciences - Administrative Assistant

Dean of Social Sciences - Administrative Assistant

Position Title:

Dean of Social Sciences - Administrative Assistant

Classification

Title:

Hourly Full Time (0.75-1.0 FTE)

The Administrative Assistant to the Dean (AAD) of the Social Sciences Division (SSD) is responsible for managing the daily operations of the Dean’s office and serving as an operational partner to the Dean, enabling leadership across the division and its 7 departments (Communication, Economics & Business, Education, Kinesiology, Political Science, Psychology, Sociology & Social Work), 3 interdisciplinary programs (American Ethnic Studies, Global Studies, Peace & Justice), and 1 educational outreach program (TRIO Upward Bound).

• Facilitate the execution of the responsibilities of the dean and the dean’s office within the division and the College;
• Provide operational information and support to departmental chairs, program directors, and office managers;
• Partner with the dean on outward-facing initiatives, including philanthropy & engagement, public relations and marketing, admissions, special events, and various other activities;
• Represent the SSD at College-wide leadership functions, forums, and workshops.

Because these roles involve engagement with many different constituents and access to a wide range of personnel and institutional information, utmost confidentiality and professional discernment are absolutely necessary requirements for the AAD.

• Manage and strategically prioritize the Dean’s calendar using Google Calendar, ensuring time is aligned with divisional and institutional priorities.
• Twice-monthly chairs’ and program directors’ meetings.
• Regular 1:1 meetings between the dean and individual department chairs and program directors.
• Tenure and promotion, pre-promotion, and annual review meetings.

• Dean’s operating budget.
• Dean’s discretionary funds, including start-up funds for new tenure-track faculty.
• Adjunct faculty requests each semester.
• Over & above payment requests.
• Expenses incurred by dean and self via
• Tenure, promotion and third-year review processes and schedules.
• Application, selection process, and follow-up for internal awards and stipends.
• Honors Convocation awards and certificates.
• Social Science awards selection processes.
• Divisional nominations for boards and committees.
• Office and other space allocations, moves, and assignments for incoming faculty.
• Oversee office supply and facility needs (paper, print cartridges, coffee, shred service, etc.).
• Oversee maintenance requests for SS buildings (repairs, paint, etc.).
• Send congratulations and sympathy cards to divisional faculty members.
• Coordinate ordering and distribution of divisional gifts.

• Department faculty lists with title, FTE, rank, years of service, sabbatical eligibility, start-up package information, etc.
• Faculty workload spreadsheets.
• Records of student awards, faculty awards, and faculty/student collaborative research.
• Division website through OU Campus with assistance from Public Affairs and Marketing.
• Vander Werf and Van Zoeren hallway directories.
• Oversee SSD Social Media in coordination with SSD Social Media Intern.

• Twice-monthly meetings with departmental office managers to communicate reminders, upcoming events and due dates, and to develop a team atmosphere.
• Divisional and campus-wide lunches, celebrations, and leadership events.
• Social Science Lectures and Visiting Scholars.
• Divisional clean-up and recycling events.
• Draft correspondence, briefings, and communications on behalf of the Dean for department chairs, office managers, the Provost’s Office, and external stakeholders.
• Manage confidential personnel matters and sensitive institutional information with a high degree of discretion and independent judgment.

• Twice-monthly meetings with assistants and staff supporting the provost, associate provost, and deans of other divisions.
• Utilize a variety of software systems and quickly assimilate new systems and information during changes or upgrades.
• Engage in and…