Assistant to the Dean - School of Nursing & Allied Health (Lancaster) Open to: Internal Applicants Only, Internal and External Applicants Full-Time or Part-Time Status: Full-Time, 12 months Staff Job Type: Salaried/Exempt Position Summary or Faculty Qualifications

The Assistant to the Dean serves as the primary operational administrator for the School
of Nursing & Allied Health. The holder of the position supports administrative and
human capital functions in the School as well as responsibility for effectively managing
the day to day logistics of the Dean’s office.

Duties and Responsibilities:

Provides administrative support to the Dean of the School of Nursing & Allied Health, which includes highly confidential information and situations of broad scope.
Serves as a point of contact with administrators, faculty, staff, students, trustees, and the external public who contact the dean concerning college-wide, faculty, and/or curricular matters.
Collaborates with College administrators to develop and refine policies and procedures and serves as liaison to the College community regarding administrative and operational matters.
Ensures that the dean’s activities and appointments are properly prioritized; that time-sensitive information requests to the office are promptly handled; and that the dean’s electronic calendar is accurately maintained.
Manages communications to and from the dean, including preparing correspondence, reports and summaries, and maintaining electronic document repository for the dean’s office
Arranges all details of meetings initiated by the dean, including but not limited to checking meeting invitees’ schedules, preparing and distributing meeting materials in advance, reserving rooms, arranging technology equipment, loading and testing PowerPoint presentations, and ordering food.
Manages dean’s conference travel, memberships, and subscriptions, prepares RFFs for payment of invoices directly related to the dean’s activities.
Handles sensitive and confidential information in a timely and discreet manner
Manages and oversees select budgets within the Dean’s office, including the Dean’s Operating budget, Dean’s Endowment Release, Faculty Development, Endowed Chairs’ budgets
Expedites requests for dean’s signature on RFFs and expense reimbursement forms payable to department chairs and others who directly report to the dean
Monitors the recruitment process for new tenure-track faculty and ensures that proper procedures are followed (e.g. campus visits, hiring.)
Processes Employee Change forms and other HR-related electronic forms.
Maintains confidential paper personnel files; works with the Provost’s Office in maintaining database of faculty information.
Works directly with the Office of Admissions and the academic programs to

provide administrative oversight of vital documents by serving as the primary liaison to the vital document vendor.

Generates reports on vital documents using the appropriate vendor resources.
Provides administrative support for program accreditation communications, documentation preparation, and site visit planning.

Secondary Responsibilities:

Serves on Emergency Planning Team for SNAH and as a point person in emergency situation
Coordinates administrative coverage of dean’s office
Supervises and directs work study students
Maintains College Google Groups (aliases)

Physical Requirements and/or Unusual Work Hours:

Must be able to spend considerable time in front of the computer
Occasional need for longer work days

Minimum Requirements:

Bachelor’s degree and 3-5 years’ experience in an executive administrative support role or an equivalent combination of education and experience
Advanced skill level in Word, Excel, PowerPoint, web update and internet search software relevant to this position
Excellent data management and reporting capability and proficiency with Internet search processes and web updates
Excellent written communication skills including the ability to compose effective communications to audiences within and outside the university community. Candidate must be able to write high-quality business letters, proposals, and other documents.
Excellent verbal communication skills, including the ability to speak and listen effectively to audiences within and outside the university community
Previous supervisory experience and proven ability to delegate
Excellent planning, organizational and project management skills
Candidate must be particularly adept at multitasking, prioritizing, and reacting to critical situations with a sense of urgency
Experience in preparation of budget request forms and a general knowledge of accounts payable policy
Respect for and ability to maintain confidentiality.

Preferred Qualifications:

Prior executive administrative support experience in an academic department of a college or university or in an assistant/associate dean’s or dean’s office
Proficiency in Access, banner and/or other specialized software; including ability to facilitate mail merges from a variety of sources, ability to import/export data, ability to create and manipulate Excel spreadsheets (including formulas)

Additional Information: Hiring Range Position Classification: No Response Union: None Department: Office of the Dean - SNAH Date Open to Internal Applicants: Date Open to External Applicants: Job Close Date: Open Until Filled No

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Assistant to the Dean - School of Nursing & Allied Health (Lancaster)