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Assistant to the Dean

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The Division of Student Affairs at Carlow University seeks an Assistant to the Dean. This person is the primary or lead administrative support position in a division that consists of diverse and complex activities or has a coordination role involving subsidiary units. The Assistant to the Dean performs diverse, responsible, and complex functions with minimal supervision that require initiative, the frequent exercise of independent judgment with considerable consequence of error, and a thorough understanding of University policies, procedures, and operations. These higher level responsibilities are completed independently with limited supervision and are a result of departmental activities (the nature of the work, activities, and events associated with the discipline, multiple active grants, internal departmental accounting requirements, etc.) The Assistant to the Dean may provide coordination and direction to staff in subsidiary units and/or assign and monitor work of other administrative support personnel, student workers, and graduate assistants.


Responsibilities
-Relieves the Dean or other supervisor of operation or administrative details by planning and coordinating the implementation of policies and decisions, recommending changes in policies or procedures, and making administrative decisions on behalf of the supervisor when appropriate and within departmental and University established guidelines or policy.
-Assists the department to achieve its mission by coordinating complex processes associated with work specific to the department, such as independently managing processes involving vendors and complex financial transactions, regularly organizing and leading projects involving other units, independently administering University processes or departmental services requiring the use of discretion and independent judgment in making decisions that affect employees or student, managing multiple, complex, and active financial accounts, communicating sensitive information on behalf of the supervisor, etc.
-Serves as the communication hub of the department by communicating information from the supervisor to others, collecting and organizing information requested by the supervisor from others, making information available to others by mail, email, telephone, and the web, and providing more complex information on processes specific to the department to faculty, staff, students, other departments, and/or the public.
-Organizes, coordinates, plans, and conducts departmental events by securing space, equipment, food, preparing invitations, announcements, agenda, brochures and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.
-Assists with employment processes by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, preparing position authorization forms and personnel action forms, monitoring their approval, and assisting HR with the processes associated with the new employee orientation.
-Supports the administrative business functions of the department by maintaining the departmental website and databases and maintaining security of equipment, files, and records.
-Demonstrate and reflect an understanding of and commitment to the mission and core values of Carlow University and the Sisters of Mercy.

Note: The intent of this list of primary duties is to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based upon departmental needs.


Qualifications

-A bachelor's degree with a minimum of 3 years professional office administration experience supporting senior level managers, higher ed environment preferred.
-Advanced skill in oral and written communication, the ability to make intermediate mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, the ability to work independently and coordinate a variety of activities and events, specific professional skills, and/or skills in managing a wide variety of complex processes required.
-Strong skills with Microsoft Office programs: Word, Excel, PowerPoint, with ability to create presentations utilizing PowerPoint features.
-Proven analytical and problem solving skills with ability to make decisions and take initiative to resolve issues.
-Proven ability to maintain strict confidentiality and to handle sensitive matters using discretion, diplomacy, and good judgment.
-Strong business ethics.

Send cover letter and resume to Student Affairs Search Committee, Carlow University, 3333 5th Avenue, Pittsburgh, PA 15213 or e-mail to HR4@carlow.edu.

Carlow University is an Affirmative Action/Equal Opportunity employer by choice. We value diversity and we are committed to the recruitment of underrepresented groups.

www.carlow.edu

HR4@carlow.edu

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