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Executive Assistant to the Dean

Company: Saint Martins University
Location: Lacey
Posted on: January 10, 2021

Job Description:

The Executive Assistant to the Dean provides high level administrative support to the Dean of the College of Education and Counseling. Responsibilities include providing and/or coordinating a variety of complex and confidential administrative support services to programs and departments within the College, acting as liaison between programs and departments within the University and Washington State Office of Superintendent of Public Instruction and the Professional Educators Standards Board. At the direction of the Dean, this position also serves as point of expertise concerning CEC programs, scheduling, and back end administrative functions with other offices around campus. In addition, this position prepares required complex/comprehensive reports for institutional, state, regional and national assessment and accreditation needsRanked by Niche as the second (#2) most diverse private college in Washington State in 2020, Saint Martin's is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse settings perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community which reflects a similar, if not the same percentage. Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty and staff.Established in 1895, Saint Martin's University serves as the educational mission of Saint Martin's Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual's faith, religion, or spirituality. Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.ADMINISTRATIVE SUPPORT TO THE DEAN--- Maintain and schedule Dean's calendar, as well as Dean's schedule in conjunction with SMU Cabinet calendar--- Prepare overload contracts for College faculty and course contracts for contingent faculty at main and JBLM campuses--- Prepare hiring paperwork for contingent faculty and coordinate appointments and hiring process with Office of the President/Provost--- Document and recommend any changes to contingent faculty ranking and re-ranking/pay scale --- Monitor CEC budget for compliance and spending trends, prepare monthly budget reports and yearly budget proposals--- Prepare requisitions for departmental purchases, records, files, monitors monthly budget expenses incurred by College, including grant budgets and reimbursements utilizing finance reports --- Complete monthly credit card reconciliation and allocations for Dean's and EA credit card--- Prepare official correspondence for the College and Dean --- Ensure that course syllabi, office hour schedules, course evaluations, and related information is collected every semester and kept for records purposes in CEC files as well as Office of the President/Provost's files--- Assist Chairs in compiling and editing CEC schedules sent to Registrar--- Assist search committee during faculty candidate searches to include: compiling initial applicant pool packets, communicating with applicants, creating a timeline of search activities, scheduling candidate visit itineraries, travel arrangements and reimbursement follow-up, and other assistance as needed for the whole search process.--- Act as liaison between academic units, faculty, students, and external community. --- Coordinates with faculty and contingent faculty via the telephone, e-mail, and written documentation.OFFICE AND FILE MANAGEMENT--- Address student concerns, problem solve/advise; forward to appropriate faculty/staff as appropriate--- Coordinate, support, and order provisions for multiple College events--- Schedule, coordinate and prepare minutes for College meetings and monthly Professional Educator Advisory Board (PEAB) meetings as necessary--- Prepare, edit and monitor for efficiency, and distribute current forms to students, faculty, contingent faculty, University personnel--- Train and supervise undergraduate student employees--- Assist contingent and new faculty with classroom needs--- Assist periodically with clerical duties in the main office including answering phones, front desk monitoring, filing paperwork and accessing student files, and other tasks as required--- Assist students and faculty with all paperwork rules, requirements, and needs for academic and financial institutional processes--- Attend division meetings both on-campus and within the community, and at the request of the Dean; May also plan and schedule such meetings--- Assist students with registration questions for required program classes as needed--- Maintain student files and leads annual student file audit in the summer to include: document all student demographic and academic information, dates of fingerprint records, completion of WEST B and WEST E test scores, completion of First Aid/CPR for children and adults in student's file in accordance with Washington state law, and other accreditation information as required--- Maintain currency of knowledge about requirements, processes, and procedures as required by the University as well as by Washington State defined in the Washington Administrative Code (WAC)--- Compile and submit information to Finance for internship students on financial aid or completer information for Gainful Employment reporting, and to the Registrar/VA Representative for satisfying VA funding and approval processes every semester--- Archive student files once a year with attention to documentation requirements for state and accreditation purposes, digitizing files, and maintaining confidentiality of do-not-destroy files and other prior student information--- Facilitate annual Paff and Cady Scholarship election and disbursement for May graduation--- Create and manage CEC social media platforms and semester newsletters--- Manages college announcements to Education and MAC current students and alumni--- Supports MAC in their accreditation process, management of student file database, processing program materials/official documentation and supporting transition to digital processesASSESSMENT AND ACCREDITATION --- Prepare paperwork, correspondence, and coordinate scheduling for College site visits - Professional Educator Standards Board (PESB), Council for the Accreditation of Education Programs (CAEP), and Northwest Commission on Colleges and Universities (NWCCU)--- Assist Dean in development/completion of multiple reports including complex and crucial portions of preparing reports e.g. making comparisons between programs, verifying program components, corresponding with accreditor liaisons, etc. Reports include, but not limited to:o PESB accreditation/program approval site visit Self-study reports (formerly included CAEP)o Annual Assessment Reports: Residency Teacher; MEDCOMPETENCIES--- Possesses a general understanding of Washington Administrative Code (WAC) relating to education program approval and teacher certification guidelines--- Communicates successfully and professionally in all situations: face-to-face, in group settings, over the telephone, and electronically through email or Skype--- Observes, compares, and monitors data to determine compliance with prescribed operating standards--- Produces written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar--- Possesses word processing, spreadsheet, and database proficiency for correspondence, data collection, and report generation for state agencies and interdepartmental projects. Possesses proficient computer literacy as appropriate for a higher education setting--- Maintains strict confidentiality of all office and departmental information in accordance with Family Educational Rights and Privacy Act (FERPA) law--- Adapts to changing policy/process as determined by University, state, or national requirements--- Completes multiple and diverse tasks in a fast-paced work environment--- Prioritizes work tasks and obligations while working both independently and under deadlines--- Establishes and maintains effective working relationships with persons from diverse educational, economic and cultural backgrounds as well as persons with disabilities--- Learns job-related material primarily through oral instruction and observation. This learning takes places mainly in an on-the-job training setting--- Comprehends and makes inferences from written material--- Reports to work on time according to a schedule--- Supports a Catholic, Benedictine philosophy of educationPHYSICAL DEMANDS AND WORKING ENVIRONMENTWork is performed in a standard office environment. Physical demands include: --- Moves objects (less than 20 pounds) long distances (more than 20 feet).--- Ability to be mobile campus wide for appropriate business needs. --- Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.--- Reading, writing, speaking, hearing, standing, bending, sitting.--- Learning and comprehending.--- Requires visual concentration on detail.--- Manual dexterity and precision required for keyboarding--- Must be able to sit for long periods at a time at a computer--- May occasionally be required to deal with distraught people.--- Must be able to concentrate on details and process complex information while experiencing frequent interruptions.--- Must be able to communicate effectively with people at all levels under stressful conditions. --- Must maintain strict confidentiality relating to all issues in the department and the University.Job Requirements:REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT--- Bachelor's degree --- Intermediate proficiency with Microsoft Office products including automated spreadsheets and databases--- Two years of experience in a university or college setting preferred--- May be asked to work evenings or on weekends--- Successfully pass a criminal background check

Keywords: Saint Martins University, Lacey , Executive Assistant to the Dean, Accounting, Auditing , Lacey, Washington

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