Dean of Social Sciences - Administrative Assistant

Position Information

Position Title: Dean of Social Sciences - Administrative Assistant

Classification

Title:

Hourly Full Time (0.75-1.0 FTE)

Benefits Eligibility: Yes

Department: 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).

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

Confidentiality and professional discernment are absolutely necessary requirements for the AAD.

Provide Coordination and Strategic Scheduling

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

Oversee Financial Stewardship and Administrative Operations

• Administer the Dean’s operating budget and discretionary funds, including startup funds for new tenure-track faculty
• Process adjunct faculty requests each semester and oversee additional payment requests
• Track expenses incurred by the dean and self via
• Manage tenure, promotion and third-year review processes and schedules
• Coordinate application, selection process, and follow-up for internal awards and stipends
• Handle Honors Convocation awards and certificates, as well as Social Science awards selection processes
• Submit divisional nominations for boards and committees
• Manage office and other space allocations, moves, and assignments for incoming faculty
• Oversee office supply and facility needs (paper, print cartridges, coffee, shred service, etc.)
• Coordinate maintenance requests for SSD buildings (repairs, paint, etc.)
• Send congratulations and sympathy cards to divisional faculty members
• Coordinate ordering and distribution of divisional gifts

Maintain and Update

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

Lead Planning and Stakeholder Engagement

• Organize twice-monthly meetings with departmental office managers to communicate reminders, upcoming events and due dates, and to develop a team atmosphere
• Coordinate divisional and campus-wide lunches, celebrations, and leadership events
• Plan Social Science Lectures and Visiting Scholars events
• 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
• Manage confidential personnel matters and sensitive institutional information with a high degree of discretion and independent judgment

Actively Participate and Contribute

• Attend twice-monthly meetings with assistants and staff supporting the provost, associate provost, and deans of other divisions
• Utilize a variety of software…