What are the responsibilities and job description for the Assistant to the Dean-Health Sciences position at Clarkson University?
Pay Range: USD $28.71 - USD $30.76 /Hr. Overview:
Experience:
Minimal Experience:
All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records
Support the Dean of Health and Life Sciences (HS). Manage and maintain general oversight of the Health Science work plan. Provides structure to personnel and workflow to ensure effective administrative flow of the office and the School. Provide first contact for faculty & staff, students, and initiate action when appropriate. Administers policies established by the dean regarding budgetary, personnel & academic issues. Maintain confidentiality and discretion regarding University business and files. Budget Manager. Participate in the development of budget requests and work with Finance to facilitate expenditures through the financial system (set-up accounts, Computer Refresh allocations, Start up accounts, initiate transfers, prepare monthly updates and budget projections and monitor Department/Research budgets). Keep Dean appraised of budget commitments. Administer policies established by the Dean of Health and Life Sciences and the University regarding budgetary, personnel, academic issues. Maintain records of established guidelines.
Provide guidance and information to Faculty/Staff to ensure compliance with School and University procedures. Work with Dean and Chairs to complete accreditation reports.
- Support the Dean, Department Chairs, and Faculty
- Work closely with the Dean, Department Chairs, Administrative Staff and other stakeholders to improve and streamline School processes with an emphasis on service excellence and the integrated use of the University's enterprise software systems.
- Review work submitted to the Dean by Department Chair and Administrative Assistants.
- Conduct staff meetings to inform and update staff of any new policies or procedures.
- Support search committees.
- Train new staff on University workflow/policies/procedures/etc. Arrange faculty and staff training and invite guest speakers as needed.
- Arrange for office coverage to handle any staff absences, coordinate vacation time to maximize office coverage. Assist department faculty with coverage during scheduled and unexpected absences.
- Build strong and mutually respectful partnerships with the Dean, Chairs, Faculty Staff, Students and other stakeholders to support the School of Health and Life Science.
- Maintain faculty and staff personnel files including confidential and non-confidential material (paper and electronic files/records). Assist with performance evaluations when required. Maintain recruiting files for new faculty and staff.
- Monitor, verify and reconcile budgets at School,Department, research, and specialized accounts.: i Reconcile P-Card statement. Use PeopleSoft for both financial transactions and student queries.
- Assist with review of tenure and promotion files to make sure files comply with School and University regulations. This includes checking the files for completeness and adherence to operations manual (e.g. selection of internal/external reviewers). Advise faculty and file preparer on file format, requirements, and dates.
- Work with Human resources to complete necessary workflow
- Facilitate communications and liaison between the Dean's office and Department units.
- Supervise and monitor assignments of building space, facilities, and equipment. Discuss building safety and maintenance issues with University personnel.
- Maintain the Dean's electronic calendar, coordinate travel and scheduling.
- Maintain shared space calendar for meeting/class reservations.
- Organize and participate in Open House events including preparation of schedule, set up and program events. Assist Chairs when needed.
- Review job postings submitted by HS departments.
- Prepare and enter all job creations for new Faculty & Staff.
- Recruit, supervise, and train work-study students and monitor their work.
- Other Duties as assigned
Education:
Minimal Qualifications:
Minimal Qualifications:
- High School Diploma/GED
Preferred Qualifications:
- Bachelors or Master's Degree
- In lieu of Bachelor's Degree: 7 years' experience as an Office Manager
Experience:
Minimal Experience:
- 5 years of responsible office and management experience
- Experience supervising and developing hourly staff
Preferred Experience:
Essential Skills:
- 6-8 years' of Management & Supervisory experience.
- 5 years' experience in an academic department-level or higher-level academic unity or in a setting that involved day-to-day collaboration with such units.
- Possess integrity and is self-motivated
- Excellent organizational and leadership ability - with strong ability to prioritize re-prioritizeand meet crucial demands
- Ability to analyze complex business processes; must have extensive knowledge of
- university policies and procedures/protocols
- Ability to work independently and on a team
- Excellent written and verbal communication skills
- Effective decision-making skills, ability to think quickly and intelligently in difficult situations
- Above average computer software skills (word, power point, excel)
- Demonstrated commitment to diversity and inclusion
- Embraces on-line electronic business practices
- Have a high level of knowledge of process improvement methodology
- A team player, and can build bridges with internal and external partners
The physical demands characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Health & Safety:
Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.
Disclaimer Statement:
DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified.
EEO Statement:
Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.
All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records
Salary : $29 - $31
