Coordinator and Assistant to Associate Dean, SMT

Job Details

JOB SUMMARY:

The Coordinator and Assistant to the Associate Dean will provide direct administrative support to the Associate Dean, support the daily operations of the School of Management and Technology, and provide support to program directors and faculty as directed by the Associate Dean. The ideal candidate will be adept at multitasking and possess strong organizational and communication skills to effectively balance the demands of the role.

ESSENTIAL JOB FUNCTIONS:

• Coordinate and support all School of Management and Technology activities.
• Provide support to SMT Associate Dean, Assistant Deans and Program Directors as described below:
• Maintain the Associate Dean’s calendar.
• Schedule all School meetings via a shared Google calendar (including Zoom as needed).
• Record all School meeting minutes as prescribed by the accrediting body, NECHE.
• Prepare, distribute, and maintain all adjunct contracts for courses in the School of Management and Technology for yearly undergraduate, graduate and doctoral sessions and for Fall/Summer/Spring semesters.
• Track all course enrollments and process any necessary adjunct contract adjustments.
• Monitor and update workload requirements for all full-time faculty.
• Coordinate logistics and record minutes for meetings of the Cybersecurity Education Advisory Council, which includes professional cybersecurity community members from across the country.
• Manage NSA Center of Academic Excellence applications, renewals, and post-designation process for cybersecurity programs.
• Assist with annual DBA Doctoral Colloquium
• Maintain School and program budgets and assist the Associate Dean in annual budget review.
• Collect undergraduate and graduate course syllabi as prescribed by accrediting body, NECHE.
• Maintain computerized databases for departments as needed to prepare required reports.
• Coordinate record-keeping and required accrediting body documentation and reporting.
• Prepare revisions of handbooks and self-studies or required reports for various accreditations or approvals.
• Process financial transactions for staff and faculty at SMT
• Prepare final copies of departmental correspondence and prepare standard forms.
• Process and send purchase orders, expense vouchers, supply requests, and organizational memberships; make arrangements for conferences, including registration/travel/hotel.
• Coordinate professional advisory committee meetings and other meetings with external constituencies: make room reservations, type and prepare letters, information packets, and oversee other details.
• Receive telephone calls, take and deliver messages, and return calls as requested; initiate/receive faxes as requested.
• Receive, transmit, and disseminate mail, including confidential information.
• Photocopy confidential documents and exams, as needed.
• Shred student exams and confidential documents.
• Draft letters and reports accurately and independently.
• Coordinate all office activities including equipment maintenance and office supplies.
• Coordinate and assist book list, ADA, PCO process and other tracking assigned for effective and efficient workflow.
• Thinking of improvement management or other ways to increase the effectiveness of workflow for the school, which could include serving on ad-hoc committees.
• Work closely and attend Academic Support Committee meetings for continual process improvement efforts and innovative thinking.
• Attend trainings as required.
• Perform any other duties or tasks as assigned by the University.

• Associates degree in related field OR a combination of education and work experience required. Bachelors degree preferred.
• 3+ years of office support preferred
• Experience in general office procedures, practices and use of standard office equipment.
• Excellent communication skills.
• Bilingual in English and Spanish is a plus.
• Demonstrated experience working with department budgets, purchasing, contracts, and vendors.
• Experience working with adjunct faculty helpful.
• Working knowledge of record keeping and accrediting body documentation and reporting requirements preferred.
• Experience working with faculty and students helpful.
• Knowledge of FERPA regulations helpful.
• Excellent organizational skills,…