Assistant to Dean, DGCE

Assistant to the Dean, DGCE

Campus

Title:

Assistant to the Dean, DGCE

State

Job Title:

Staff Associate

Department:
Division of Graduateand Continuing Education (DGCE)

Job Code: HA5310

FLSA Status:
Exempt

Funding:

Bargaining Unit:
Non-Unit Professional (NUP)

Job Type: Full-Time Permanent / On-campus position

Timeframe: 52 Weeks

Shift: Monday - Friday 8am to 4pm

Regular Days Off:
Saturday and Sunday

Supervision Received:
Receives direct supervision and specific assignments from the Dean of the Division of Graduateand Continuing Education.

Supervision Exercised:
None

Salary: $60,000 to $66,000 Annually (commensurate with education and experience)

The Assistant to the Dean serves as the principal administrative and operational support professional for the Division of Graduateand Continuing Education (DGCE), providing comprehensive,high-level administrative support to the Dean while coordinating complex operational, financial, and personnel processes across the Division.

The position is responsible for gathering, synthesizing, analyzing,and maintaining confidential information; preparing reports ofmoderate complexity; coordinating calendars, correspondence,meetings, and division-wide initiatives; and serving as a liaison between the Dean and academic department chairs, program areachairs, faculty, Academic Affairs, Human Resources, Payroll,MSCA-DGCE, and other university offices.

A significant responsibility of the position is coordinating thefull lifecycle of faculty appointment and compensation processes.

The Assistant to the Dean prepares, reviews, tracks, distributes,and completes a high volume of faculty contracts, appointmentletters, compensation documents, course evaluations, and relatedpersonnel records while ensuring compliance with University policies and the MSCA-DGCE collective bargaining agreement. The position must ensure all contracts are accurately completed withincontractual timelines while simultaneously fulfilling the operational and administrative responsibilities of the Division.

The Assistant to the Dean exercises a high degree of independence,professionalism, sound judgment, discretion, and confidentialitywhile managing multiple priorities in a fast-paced environment and providing exceptional customer service to internal and external constituents.

Duties include but not limited to:

• Assists the Dean in all aspects of the day-to-day operations ofDGCE; coordinates the flow of information and materials between theDean, Assistant Dean, faculty, department chairs, program areachairs, Academic Affairs, Human Resources, Payroll, MSCA-DGCE, andother university offices.
• Provides high-level, confidential administrative support to theDean, including managing and prioritizing inquiries; coordinatingappointments and calendars; organizing meetings; managingcorrespondence, telephone and email communications; coordinatingtravel; preparing meeting materials; and serving as the primary point of contact for administrative matters.
• Coordinates and manages the faculty appointment process bypreparing, reviewing, tracking, distributing, executing, and maintaining hundreds of faculty contracts, appointment letters,compensation documents, and related personnel records while ensuring compliance with University policies and the timelinesestablished by the MSCA-DGCE collective bargaining agreement.
• Manages data using university information systems and databases, including Banner, Argos, Explorance and prepares reportsto support division operations, planning, budgeting, enrollmentmanagement, and personnel administration.
• Processes financial transactions including purchases, travel reimbursements, procurement documentation, budget transfers, andaccounts payable transactions; develops and maintains detailedfinancial, contract, and operational tracking systems using
  
  Microsoft Excel and prepares reports to support informed decision-making.
• Assists the Dean in monitoring, reviewing, reconciling, and maintaining DGCE operating budgets and prepares financial reportsas requested.
• Reviews, organizes, and maintains confidential personnel records and documentation related to faculty appointments,compensation, contracts, course evaluations, grievances,complaints, and other sensitive personnel matters while ensuring accuracy, compliance, and confidentiality.
• Manages special projects and division initiatives to support the successful implementation of academic programs, operational improvements, strategic priorities, and university initiatives.
• Works in collaboration with University Marketing and othercampus offices on advertising materials, communications, and marketing timelines.
• Coordinates and organizes division-wide academic celebrations,recognition events, and other special events.
• Responds to inquiries regarding courses, academic processes,division operations, and university procedures while providing exceptional customer service to students, faculty, staff, and external constituents. Refers matters to the Dean, Assistant Dean,faculty, or department…