ASSISTANT TO THE DEAN - HEALTH SCIENCES AND HUMAN PERFORMANCE

Job Summary: 

Lead the School of Health Science and Human Performance (HSHP) administrative assistant team, which provides support to the Dean’s office, departments, programs, clinics, and various initiatives and events throughout HSHP. Coordinate and delegate administrative responsibilities to effectively and efficiently support academic operational and event needs. Within the dean’s office, serve as a point of contact to provide information, implement policies and procedures consistently, respond to academic and operational needs, schedule appointments and arrange meetings, and direct the flow of faculty, students, staff, and visitors. Prepare confidential correspondence, files, and records.

Supervision:

This position reports to the Dean and receives day-to-day supervision and guidance and direction from the Associate Deans and department/program chairs. This position supervises all schoolwide administrative assistant positions and the dean’s office student assistants.

Job Responsibilities:

1. Lead the HSHP administrative support team with responsibility for identifying, coordinating, managing, and delegating administrative responsibilities among administrative assistants to effectively and efficiently support academic operational and event logistical needs.
2. Recommend methods for improvement of workflow schoolwide and other departmental services/operational enhancements. 
3. Provide administrative support to the Dean’s Office and ensure proper office coverage at all times. 
4. Collaborate with appropriate personnel in planning and participating in events and activities such as Open Houses, Ithaca Today, Family Weekend, First Year and Transfer Orientation, K-12 career events, May Awards, and HSHP schoolwide meetings and retreats as assigned. Weekend or evening work may be required. 
5. Manage the dean’s office budget, including submitting invoices for payment, creating expense reports, travel reimbursements, etc.
6. Assist faculty, staff, and students in following college, school, and departmental procedures and completing necessary documentation. 
7. Assist with communication and surveys with external organizations such as ASAHP survey. 
8. Maintain Dean’s calendar and prepare standard communication on behalf of the Dean. Schedule appointments and arrange meetings as requested.
9. Serve as a point of contact and liaison to students, faculty, staff, and visitors to the Dean’s office. Answer telephones, take messages, and serve as a resource person to provide program information.
10. Assist in ensuring the confidentiality and security of office facilities and records.
11. Provide back up support to sort mail, maintain supplies, distribute keys, open the office, and answer/transfer/forward phones. 
12. Make referrals to appropriate areas or individuals when additional advice or assistance is necessary. 
13. Other duties as assigned.

Job Qualifications:

Bachelor’s degree and a minimum of 3 years previous office experience or the equivalent combination of education and experience; in-depth knowledge of various word-processing, spreadsheet and database software applications; excellent attention to detail, strong organizational, interpersonal, verbal, and written communication skills; ability to process confidential information, prioritize projects, handle multiple tasks and meet deadlines are required. Previous experience with managing teams, project management, and working within a college or university is preferred.

Work Environment: 

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer, software, and associated equipment as well as other office equipment used in the day-to-day operations. The incumbent will need to visit a variety of locations within the school and attend meetings across campus and at the downtown instructional site, requiring the ability to walk, drive, use public transportation or make other travel arrangements. Weekend or evening work may be required.

This position is 37.5 hours per week, 52 weeks per year.

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or humanresources@ithaca.edu.  

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

Hiring Range:

$22 to $25 per hour, commensurate with qualifications and experience.  

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:
    • Healthcare including vision and dental
    • Generous Paid Time Off Policies
    • 403B Retirement Savings Plan with Matching Employer Contribution 
    • EAP
    • Flexible Work Plans
    • Educational Benefits
    • Career-Enhancing Trainings
    • For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy.   This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.
 

Salary : $22 - $25