Dean of Social Sciences - Administrative Assistant

Position Title

Dean of Social Sciences - Administrative Assistant

Hourly Full Time (0.75‑1.0 FTE)

Dean of Social Sciences

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.

• Manage and strategically prioritize the Dean’s calendar using Google Calendar, ensuring time is aligned with divisional and institutional priorities.
• Hold twice‑monthly chairs’ and program directors’ meetings.
• Hold regular 1:1 meetings between the dean and individual department chairs and program directors.
• Conduct tenure and promotion, pre‑promotion, and annual review meetings.

• Administer the Dean’s operating budget.
• Manage the Dean’s discretionary funds, including start‑up funds for new tenure‑track faculty.
• Process adjunct faculty requests each semester.
• Process over‑and‑above payment requests.
• Track expenses incurred by the dean and self via
• Oversee tenure, promotion and third‑year review processes and schedules.
• Lead application, selection process, and follow‑up for internal awards and stipends.
• Coordinate honors convocation awards and certificates.
• Manage social science awards selection processes.
• Prepare divisional nominations for boards and committees.
• Oversee office and other space allocations, moves, and assignments for incoming faculty.
• Maintain 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.

• Maintain department faculty lists with title, FTE, rank, years of service, sabbatical eligibility, start‑up package information, etc.
• Maintain faculty workload spreadsheets.
• Track records of student awards, faculty awards, and faculty/student collaborative research.
• Update the division website through OU Campus with assistance from Public Affairs and Marketing.
• Update Vander Werf and Van Zoeren hallway directories.
• Oversee SSD Social Media in coordination with the SSD Social Media Intern.

• Hold twice‑monthly meetings with departmental office managers to communicate reminders, upcoming events and due dates, and to develop a team atmosphere.
• Organize divisional and campus‑wide lunches, celebrations, and leadership events.
• Plan social science lectures and visiting scholars.
• Coordinate 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.
• Handle confidential personnel matters and sensitive institutional information with a high degree of discretion and independent judgment.

• Hold twice‑monthly meetings with assistants and staff supporting the provost, associate provost, and deans of other divisions.
• Utilize a variety of software systems and assimilate new systems and information quickly during changes or upgrades.
• Engage in and assist with unique situations and challenges…