Sr. Administrative Assistant, FAS Dean’s Office

Overview

Reporting to the Finance & Administrative Manager for the Faculty of Arts and Sciences (FAS) Dean’s Office, the Senior Administrative Assistant will have administrative, faculty lifecycle, and office affairs responsibilities. The role will be the primary administrative support to an FAS divisional dean, and FAS associate dean, including organizing meetings with individual faculty members, groups of department and program chairs, and division- and FAS-wide committees.

This position may also provide administrative support to other deans in the office.

In addition, this position involves the coordination, production, and dissemination of several hundred sensitive letters regarding terms of appointment and leadership to faculty candidates and current faculty members each academic year. This could include any and all of: creating initial drafts; circulating multiple revisions to departments, deans and senior staff within the FAS Dean’s Office and counterparts in the Provost’s Office, the Office of Faculty Administrative Services and other key contacts within and beyond the university;

tracking the status of required reviews and approvals; sending final drafts to candidates, and maintaining records of all terms in the Porter database and File Net.

This position may also oversee or provide support for some faculty leave approval processes, secondary appointment processes, and faculty salary letters.

Position responsibilities to include support with external departmental reviews, event planning, expense management, and ordering supplies.

As a central resource to FAS departments and programs, the position will assist units in need with the processes for faculty searches, reviews, promotions, and tenure. Uses templates to prepare and disseminate required documents for ladder faculty, searches reviews, promotions, and tenure. Creates, updates, and moves forward ladder faculty search, review, promotion, and tenure cases in Interfolio. Communicates clearly and explains other relevant rules and procedures governing letters, forms, questionnaires, referee/comparators, advertisements, and other requirements.

In accordance with the Faculty of Arts and Sciences Tenure and Appointments Policies works with department leadership and staff to ensure processes move smoothly and with relative deadlines and requirements for documentation.

Perform other duties as assigned and provide coverage for other staff in the office.