CLAS Dean's Office Assistant
Job Title: CLAS Dean's Office Assistant
Classification: C4
Department: College of Liberal Arts & Sciences Dean’s Office
Updated: January 2019
Job Summary
Serve as the lead person for the College of Liberal Arts and Sciences database systems for personnel and scheduling. Responsible for specific areas of expertise as well as schedule management for the CLAS Associate Dean for Scheduling and Resources. This position must exercise discretion and confidential and administrative judgment concerning the procedures to use in accordance with university personnel policies.
Essential Functions
- Responsible for data entry, database maintenance and personnel and staffing plan record keeping systems for a large college which has 700+ faculty and staff, and 300+ adjunct faculty each semester.
- Receives information in various forms and determines the appropriate method of processing.
- Disseminates information that may require explanation and interpretation of established university and departmental policies and procedures, and directs individuals to sources of additional information.
- Generate reports, memorandums, correspondence, presentation materials, spreadsheets and graphics, and other similar materials.
- Liaison with IT for staffing plans, CLAS database, Blackboard sites and personnel activity, including problem solving, testing and system changes.
- Assist deans, departments it heads, faculty, and staff with administrative problems related to personnel and semester contracts.
- Establishes and maintains permanent faculty files.
- Works with Admin Assistant for production of semester contracts, which involves merging information from two complex databases. Must exercise good judgement and make independent decisions when producing and revising different contract versions. Also responsible for importing adjunct/overload report into the Budget Office database system.
- Performs administrative work, correspondence, and calls of a confidential nature.
- Performs administrative duties for CLAS Personnel Committee.
- Coordinates special projects, events and assignments as directed.
- Logs and tracks course changes.
- Coordinates final exam schedule, resolving orphan exam problem.
- Answer phones, takes minutes at meetings and other duties as assigned.
Non-Essential Functions
Not Applicable
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
- Some college course work
- Bachelor’s degree
- Higher education experience
- Supervisory experience
- Demonstrated experience successfully working with database systems
- Demonstrated experience successfully operating office equipment
- Type 50 wpm accurately, spelling competency (minimum 80% accuracy)
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.