CHP Dean's Office Assistant
Job Title: CHP Dean's Office Assistant
Classification: C4
Department: CHP Dean's Office
Updated: March 2019
Job Summary
Provide administrative & confidential clerical support for the CHP Dean’s Office which includes planning, coordinating, implementation of projects, events and services.
Essential Functions
- Provide support for the Dean and Associate Deans including scheduling and managing of calendars, correspondence, and coordination and implementation of special projects.
- Perform administrative work of a confidential nature for the Dean and Associate Dean’s.
- Coordinate and support for specific projects and programs conducted by the Office.
- Develop, prepare, and/or compose responses to memos and correspondence requiring research, judgment and discretion; routinely writes; edits and submits materials for internal/external communications.
- Manage all college finance by monitoring, reconciling, tracking expenditures, creation of requisitions, Banner, OnBase, maintaining excel database of yearly budget requests. Manage tracking approved expenditures as we approach fiscal year-end. Monitor all college funds.
- Act with a high degree of independence as liaison with inside and outside contacts in preparing programs, updates and other support functions related to office.
- Assist associate deans, unit heads, and faculty, staff with administrative problems or concerns.
- Assist in implementing the effective administration and distribution of the unit head evaluations and subsequent reappointments.
- Performs and coordinates scheduling tasks and support services associated with preparing and making arrangements for major meetings, conferences, exhibits, travel, or other related duties for both internal and external contacts.
- Act as a liaison for the College to other university offices.
- Other duties as assigned.
- Manage and act as liaison in borrow/lend materials for the college.
- Manage all college annual course schedules and course changes. Assist Associate Dean’s in reviewing and researching course changes or implementation of new courses. Act as liaison between dean’s office and departments/programs staff and faculty. Act as liaison with the Registrar’s office.
- Manage and monitor midterm and final grades. Also act as liaison for the college.
- Manage and maintain Dean’s office website. Monitor and assist as backup websites within the college.
- Manage and monitor college student course evaluations, tracking, and statistical data analysis and act as liaison for the college.
- Disseminates information that may require explanation, interpretation, and implementation of established university and departmental policies and procedures to departments and programs, and directs individuals to sources of additional information.
- Create and maintain database systems.
- Supervise student employees and may act as a lead worker to other PSS.
Non-Essential Functions
- Backup to Administrative Assistant.
- Backup signature authority.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Higher education experience.
- Supervisory experience.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.