Administrative Assistant to the Dean - School of Health Professions

  • D'Youville College
  • Buffalo, NY, USA
  • Sep 14, 2021
Full time Assistant, Secretary & Executive Assistant

Job Description

General Statement of Duties

This administrative position will manage and supervise all operations of the office of the Dean of the School of Health Professions (SHP). In addition to providing direct administrative support to the Dean, the incumbent will network with other college's schools and departments across the College in addressing administrative issues to ensure the efficient management of the office and business processes necessary to maintain the SHP.

Distinguishing Features of the Position

  • Maintain SHP calendars and schedules
  • Schedule appointments for the Office of the Dean
  • Create routine reports and presentations
  • Serve as Appeals Officer for SHP
  • Provide administrative support and assist in purchase requests, budget submissions for multiple departments in SHP
  • Maintain databases for tracking all courses offered by the SHP, faculty workloads/teaching assignments
  • Maintain and update SHP web site
  • Responsible for confidential information of the SHP that pertains to faculty annual reviews and personnel files
  • Process academic forms that require the Dean' s signature
  • Coordinate with SHP departments and HR with respect to recruitment process for faculty and staff within the school
  • Provide secretarial/administrative support for SHP department leadership meetings
  • Organize and manage programs, projects and special events of the SHP
  • Handles special projects and other duties as assigned by the Dean

Example of Duties (Illustrative)

General Administrative Support

  • Serve as first contact for the Dean
  • Maintain Dean's calendar and schedule appointments, and daily operational functions
  • Internal/external correspondence on behalf of the Dean
  • Maintain all official SHP Correspondence
  • Coordinate student/faculty issues and complaints
  • Prepare analytical reports for internal and external audiences

Assessment 

  • Support school wide data gathering to meet internal/external needs
  • Support Dean and Chairs with the development of analytical reports, compliance documents, and self-study documents for regional and specialized accrediting agencies - including Middle States, ARC-PA, ACOTE, CAPTE, ACEND, CCE and others.
  • Provide support for institutional-assessment and student learning assessment efforts - including data collection, analysis, and report generation
  • Maintain accreditation records

Budgets

  • Assist Dean and Chairs in annual budget process
  • Prepare budget reports and forecasts
  • Develop monthly budget reports for Dean
  • Monitor budgetary expenditures - and assist in long-range budget planning
  • Assist in identifying shared resources opportunities across the SHP
  • Prepare purchase orders, check requests, and budget transfer forms

Special Projects as assigned

  • Serve in administrative capacity in college wide efforts (ie: task forces, search committees)
  • Manage SHP Student Dean’s Council
  • Special projects related to enrollment, assessment, presentations, focused innovative initiatives, appeals
  • Research as needed as designated by Dean

 

Supervisory Role

  • Serve as supervisor to graduate assistants 

Required Knowledge, Skills and Abilities

  • Experience with accreditation, assessment, and compliance programs
  • Ability to define and solve problems, collect data and deal with a variety of variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral diagram or schedule form.
  • Ability to analyze and interpret general business procedures
  • Ability to write reports, business correspondence and procedure manuals
  • Ability to effectively present information and respond to questions from faculty, students, staff, and the public
  • Ability to respond to common inquiries or complaints
  • Perform office work directly related to the management of general business operations that includes independent judgment on matters of significance
  • Ability to multitask and adapt to a changing environment
  • Excellent verbal and written skills
  • Highly organized, flexible, and able to work independently
  • Excellent skills with MS Office (Access, Excel, and Word), Web applications, databases, and analytical programs
  • Commitment to the missions of D'Youville College and the SHP

Qualifications

  • Bachelor's degree from four-year college or university; Master's preferred
  • Experience college/university educational programs and administration
  • Supervisory experience preferred

 

 

 

Application Details

 

When inquiring or applying for this job opening, please also reference AcademicCareers.com

Applicants with dual-career considerations can find university jobs such as professor jobs, dean jobs, chair / department head jobs, and other faculty jobs and employment opportunities at D'Youville College and at other institutions of higher education in the region on www.AcademicCareers.com

 

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