Assistant to Dean

Louisiana State University • Alexandria, VA

1d • Onsite

About The Position

The position requires a high degree of confidentiality, initiative, and independence in helping the Dean manage the administrative and academic support needs of students, faculty, and staff in the College of Business. The Administrative Coordinator assists the College Dean and faculty in matters pertaining to collegiate programs and academic support and relieves the Dean of routine administrative and academic matters. Responsibilities include database and file management, academic support, human resource assistance, procurement, internal reports, and coordination of college meetings and events.

Requirements

• Education level: Bachelor's
• Excellent written and verbal communication skills
• Experience with Microsoft Suite applications

Responsibilities

• Serves as administrative assistant to the Dean of the College, and provides clerical assistance to Departmental chairs, and faculty.
• Coordinates office activities of the College, requiring knowledge of LSUA campus, its Colleges & Departments, and departmental policies to be able to make independent judgments as to the action needed in both routine and non-routine situations.
• Responds to requests for information from students, faculty and staff regarding campus policies and procedures.
• Represents the College o'f Business as liaison contact with students, faculty, and staff.
• Screens callers and visitors wishing to see the Dean when appropriate.
• Makes necessary referrals.
• Manages the Dean's schedule.
• Prepares correspondence for the Dean.
• Independently works to obtain and organize information for the purpose of preparing reports to meet deadlines such as: Institutional Effectiveness, Annual Departmental Report, Faculty Salary Projections, Annual Course/Program Reviews, Budget Requests, Faculty Evaluations, Faulty Plans, and Faculty Promotion/Tenure/Reappointment Reviews, PM-11's.
• Collects office hours from all full-time and part-time instructors.
• Prepares checklist for Academic Affairs confirming all office hours are accurate and on file in the College office.
• Prepares contractual recommendations to Chancellor and Vice-Chancellor and other related documents following through with obtaining appropriate approval and signatures.
• Maintains Dean's calendar.
• Maintains a pending calendar to inform College faculty of pending deadlines and due dates of important reports and other documents required by the campus, Board of Regents, Board of Supervisors, etc.
• Prepares and stores College data, form letters, memoranda, reports, and other documents.
• Exercises judgment and initiative in handling incoming and outgoing correspondence for signature by the Dean, based on knowledge of Dean's ideas and needs.
• Prepares purchase requisitions and receiving reports.
• Maintains inventory and distributes office supplies to faculty.
• Obtains desk copies, instructor manuals, etc. for current faculty and incoming faculty.
• Obtains proper paperwork/signatures for Travel Authorizations and prepares Travel Reimbursement forms with proper receipts, etc.
• Organizes and maintains filing system for the College including general files and personnel files.
• Ensures compliance with FERPA and institutional policies related to student records and confidential information.
• Maintains a high level of discretion and professionalism when handling sensitive academic, personnel, and student data.
• Prepares an accurate system of receipt of faculty applications concerning solicited positions (letters of application, resumes/vita, letters of reference, official and unofficial transcripts, etc.)
• Informs applicant of receipt of his or her letter of application.
• Ensures that faculty involved in the review and selection process has ready access to materials.
• Maintains record of expenditures for the Departments for each account for budgetary purposes.
• For new appointments, responsible for attaching Certification of Fluency in English form, sample of instructor's writing for the faculty credentials verification.
• Supports the College of Business in maintaining compliance with ACBSP accreditation standards by assisting in the systematic collection, organization, and reporting of assessment data.
• Coordinates and supports key College of Business initiatives and events designed to enhance student engagement, experiential learning, and community connection.
• Collaborates with internal and external marketing teams to promote College of Business programs, events, and initiatives.
• Continuously updates technical skills such as the use of the word processors, spreadsheets, ai, and general computer skills used for registration, records, etc.
• Uses a computer for routine correspondence, tests, drafts, repetitive letters, registration, textbook requisitions, etc. Also access student records, enter schedules during early registration, drop and add courses, locate and print ACT scores, and academic status information.
• Attends College of Business meetings for minute taking.
• Prepares "draft" minutes for approval from Dean.
• Responsible for keeping updated file on all approved minutes and responsible for forwarding copies of approved minutes to Chancellor and Vice-Chancellor.
• Supports engagement with advisory board members, industry partners, and community stakeholders.
• Compiles data from various sources and types documents such as our annual budget projections under general direction from the Dean.
• Composes and types correspondence for the Dean signature regarding administrative matters based on verbal instructions such as formal letters of recommendation for employment, professional programs, and graduate school.
• Secures the necessary information for College's activity reports and personnel forms such as evaluations, promotions, tenure and reappointment reviews for faculty members which are all confidential in nature.
• Organization skills are a necessity to allow for daily increase in workload, unexpected deadlines, growth of the university, and reorganization.
• Supervises student workers in various projects handled in the College.
• Works with other colleges and departments regarding routine procedures as well as addressing and solving common problems or concerns.
• Willingness to listen, learn, offer suggestions, and share information in order to maintain professionalism, maintain high work ethics, and accomplish common goals for the success of the university and College, its faculty, staff, and students

Benefits

• LSUA offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

What This Job Offers

• Job Type: Full-time