Job Title: CCPS Dean’s Office Assistant
Classification: C4
Department: CCPS Dean’s Office
Updated: April 2018

Job Summary

Provide administrative & confidential clerical support for the CCPS 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.
• Responsible for the coordination/completion and the quality of the clerical work for the office which includes answering telephones, providing information, or routing calls to appropriate persons; open and route incoming mail and prepare outgoing mail, including bulk mailings; typing memos and other correspondence; maintain office filing system.
• Coordinate and support for special 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 some of the college finances (Department P-card, T&E vouchers etc…) by monitoring, reconciling, tracking expenditures, the creation of requisitions, Banner, OnBase, maintaining excel database of budget requests. In addition, help track approved expenditures as we approach fiscal year-end.
• 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. 
• Oversee the effective administration and distribution of the unit head evaluations (when applicable) and subsequent reappointments.
• Perform and coordinate 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.
• Manage and act as a liaison in borrow/lend materials for the college.
• Manage the coordination of 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 the 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 a liaison for the college.
• Manage and maintain Dean’s Office website and other communication platforms including social media accounts and periodical newsletters. Monitor and assist as a backup websites within the college.
• Manage and monitor college student course evaluations, tracking, and statistical data analysis and act as a liaison for the college.
• Manage CCPS committee representation requests and work with the College Advisory Committee Chair. This will include initiating meetings, logistics, communication, and recruitment.
• 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.
• Lead administrator in supporting the Associate Dean with implementing a new CCPS system for tracking and acknowledging donor gifts to the college. This role will expand to incorporate a greater emphasis on donor relations into the future.
• Support the Associate Dean with annual FAP, FAR and personnel actions through the Digital Measures platform.
• Coordinate and prepare the quarterly Board of Trustees Report highlighting faculty and staff achievements within CCPS.
• Lead administrator to assist faculty with the development of their Digital Measures portfolios through one to one training as they prepare for individual personnel decisions.
• Create and maintain database systems.
• Responsible for the recruitment, selection, training, evaluation and supervision of student employees and their employment records. 
• Other duties as assigned.

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 effectively.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• 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

• Some college course work.
• 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.

Back to C4 Position Descriptions