Assistant to the Dean, School of Nursing & Allied Health (Lancaster) - Saint Joseph's University : Job Details

Position Title:Assistant to the Dean, School of Nursing & Allied Health (Lancaster)Time Type:Full timePosition Summary and 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.Essential Duties & 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 Duties & 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)

Minimum QualificationsRequired

• 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

• 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)

Physical Requirements &/or Unusual Work Hours

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

Saint Joseph's University is a private, Catholic, Jesuit institution and we expect members of our community to be knowledgeable about - and to make a positive contribution to - our mission. Saint Joseph's University is an equal opportunity employer that seeks to recruit, develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students, our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. EOESaint Joseph's University prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail [email protected], visit Campion Student Center suite 243, or call 610-###-####. To learn more about the University's Title IX policies, the process for filing a report or formal complaint of sex discrimination, sexual harassment, or other form of sexual misconduct, and the University's response to reports and/or formal complaints, please visit www.sju.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.