Assistant to Dean, Haub School of Business

Position Title:

Assistant to Dean Haub School of Business

Time Type:

Full time

Position Summary and Qualifications:

The Assistant to the Dean for the Haub School of Business (HSB) serves as a member of the Deans senior management team specializing in the administrative operations of School. They assist the Dean in developing policies procedures and plans with respect to the School and works with the Dean Associate Deans Department Chairs Directors faculty and staff in meeting the current and future needs of HSB. The Assistant to the Dean provides leadership initiative and creativity within the School. This position is responsible for assisting the Dean and the three Associate Deans in all matters relating to department school and university procedures. This position also requires daily communication with people both internal and external of the university community.

Essential Duties & Responsibilities:

• Manage the Deans calendar

• Manage Budget operations for the Dean and Associate Deans

• Manage the administrative operations in the Office of the Deans

• Supervise the Administrative Assistants in HSB

• Create work processes to organize the workflow of administrative work for department chairs and faculty in HSB

• Schedule and organize meetings and conferences

• Arrange travel and book flights for the Dean

• Utilize Workday on a daily basis for self and as delegate for Dean to perform tasks such as (but not limited to): approve budgetary transactions (eg procurement card expenses); hire employees; approve timecards; etc.

• Process contracts for adjunct faculty members each semester.

• Coordinate material for Deans Board of Visitors

• Compose routine letters for correspondence.

• Assist visitors or callers by answering questions or providing information regarding University policies and operations.

• Represent HSB on the University Academic Affairs Commencement committee. Oversee the recruitment of faculty for attendance provide program information for virtual program including names of marshals student awards and honor society inductees.

• Manage the HSB Undergraduate and Graduate Awards ceremony process including ordering of appropriate medals gathering citations scheduling support for event order refreshments for guests.

• Process BOSAR letters for students at the end of each semester as directed by the Associate Dean. Schedule hearings for students as needed.

• Initiate Deans list have certificates printed and mailed to students.

• Support Beta Gamma Sigma director in preparing communications with students accepted to the HSB Honor Society. Assist with logistics concerning the induction ceremony. Assist students traveling on behalf of Beta Gamma Sigma HSB Chapter to conferences with travel.

• Identify develop and implement best administrative and operational practices in the School including (but not limited to): design spreadsheets; oversee manage and administer maintenance of data collection; perform analyses and preparation of final reports.

• Troubleshoot HSB problems/issues.

• Manage the tenure and promotion (T&P) process in HSB per procedures outlined in the Faculty Handbook. Serve as the Deans Offices contact for T&P candidates and their chairs; enlist the participation of external reviewers; work with the Dean and department chairs to resolve issues; evaluate files and ensure that all required letters have been received from internal and external reviewers; ensure that letters sufficiently and clearly address the questions posed to reviewers; liaison with Academic Affairs. Manage the T&P Canvas sites controlling access as specified by the process identified in Academic Affairs.

• Manage the pre-tenure review process; communicate with departments and address questions; control access to Canvas sites.

• Manage and coordinate new faculty office assignments and plan any necessary office moves during the summer

Secondary Duties & Responsibilities:

• Manage the Deans Office Work Study students schedules and utilize HandShake and Workday when hiring new student workers.

• Supports the Deans Leadership Program students with administrative and logistical support.

• Confirm GPA status for students traveling abroad as requested by Center for International Programs.

Minimum Qualifications:
Required:

• Bachelors degree; extensive relevant work experience may be considered in lieu of a formal degree

• Demonstrated experience with fiscal analysis and administration in a complex higher education setting

• Eight to ten years of progressive experience in Dean/Executive/Senior level office administration including budgetary matters

• Previous supervisory experience and proven ability to delegate

• High proficiency with the Microsoft Office suite

• Excellent planning organization and project management skills

• The ability to collaborate with diverse groups of people

• Respect for and ability to maintain confidentiality

• Strong organizational and communications skills verbal and written

• Strong interpersonal skills able to work effectively with a diverse community

• Able to work independently

• Very detailed oriented

Preferred:

• Masters Degree preferred

• 5 years of academic administrative experience.

Physical Requirements and/or Unusual Work Hours:

• Ability to lift up to 10 pounds (e.g. supplies)

• May need to work additional hours for Board of Visitors meetings and other HSB Programs.

Saint Josephs University is a private Catholic Jesuit institution and we expect members of our community to be knowledgeable about and to make a positive contribution to our mission. Saint Josephs University is an equal opportunity employer that seeks to recruit develop and retain a talented and diverse workforce. The University is committed to the diversity of its faculty and staff so that our students our disciplines and our community as a whole can benefit from the multiple perspectives it offers. The University seeks qualified candidates who share our commitment to equity diversity and inclusion. EOE

Saint Josephs University prohibits discrimination on the basis of sex in its programs and activities including admission and employment in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator e-mail visit Campion Student Center suite 243 or call . To learn more about the Universitys Title IX policies the process for filing a report or formal complaint of sex discrimination sexual harassment or other form of sexual misconduct and the Universitys response to reports and/or formal complaints please visit Inquiries may also be directed to the Federal agency responsible for enforcing Title IX the U.S. Department of Education Office for Civil Rights.