Scheduled Hours

37.5

Position Summary

Coordinates and performs a wide variety of administrative tasks and provides administrative support for the Vice Dean of Undergraduate Affairs in the College of Arts & Sciences. Responsible for working with the Vice Dean to manage their calendar, assist and support as directed in the areas of student, faculty, staff, parent and alumni relations. Serves as point-of-contact for Vice Dean on internal and external inquiries and requests.

Job Description

Primary Duties & Responsibilities:

Schedules diverse and complex appointments, meetings and travel arrangements. Manages the appointment calendar for the Vice Dean of Undergraduate Affairs, including:

• Manage incoming meeting requests for the Vice Dean from faculty, staff and students.

• Schedule and coordinate meetings with faculty, staff and students as requested by the Vice Dean, including large and complex committee meetings.

• Monitor the Vice Dean’s schedule, help the Vice Dean stay on track during the workday, and inform the Vice Dean of deadlines.

• Schedule attendance for the Vice Dean at various College and University-wide events.

• Resolve conflicts and reschedule appointments as priorities shift.

Perform/organize/streamline daily office functions which may include:

• Respond to inquiries requiring an in-depth knowledge of the department/school and/or university policies and procedures.

• Ensures inquiries are addressed and resolved.

• Triage incoming calls and requests for the Vice Dean by gathering facts, researching issues, making proactive inquiries, etc. to provide the Vice Dean with context and knowledge when responding.

• Take initiative to manage problems and crises, in consultation with the Vice Dean, and follow-through to resolution. This includes managing and/or delegating follow-through on extraordinary/complex requests and inquiries, communicating with students, parents, and various campus partners.

• Establish routine, daily consultation time with the Vice Dean to get assignment(s) on new efforts and/or to get updated on developing initiatives for the purpose of facilitating progress on these efforts and initiatives.

• Provide administrative support for the Vice Dean’s strategic and curricular initiatives.

• Anticipate and assist the Vice Dean on priority efforts/tasks and establish procedure for proper follow-up.

• Organize and track tasks and processes in project management system.

• Prepare reports and presentations for the Vice Dean as directed.

• Provide support to the Vice Dean with preparation for and setup of meetings and other events.

• Order and arrange for payment for publications, books, etc. as needed for Vice Dean.

Provide programmatic and administrative support for priorities of the Vice Dean which may include:

• Monitoring and tracking undergraduate TA (UTA) training and related communication and preparing communications to departments regarding UTAs.

• Coordinate event and activities for Arts & Sciences admissions initiatives at the direction of the Vice Dean and the Director of Student Academic Affairs.

• Manages event budget.

• Coordinate efforts with the Office of Undergraduate Admissions for both incoming and prospective students.

• Planning and running orientation and graduation events for the Vice Dean.

Support other College Office initiatives:

• Provide back-up coverage for front desk reception, as needed.

• Order food, make travel reservations and reconcile these financial transactions for the College Office.

• Maintain College license for universal calendar including adding new staff, training and coordinating payment.

• As assigned, provide support College Office programming, events, and associated reporting

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at desk or table

• Repetitive wrist, hand or finger movement

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right