Assistant to the Dean

Stevenson University•Owings Mills, MD

About The Position

Under the direct supervision of the Dean, this position provides administrative support for all activities in the School of Nursing and Health Professions ( SNHP ). Responsibilities include supporting the dean and academic program administrators in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support and planning for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.

Responsibilities

Provide administrative support for the BSNHP Dean’s Office including supporting the Dean and the Academic Program Administrators for Nursing.
Facilitate all BSNHP events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs, handouts, and/or agendas.
Manage faculty/staff profile pages, portal page, social media, and newsletters for the BSNHP as appropriate, including regular updates and the posting of new content.
Manage scheduling of BSNHP spaces, including maintenance of a schedule of all events in these spaces.
Serve as a point of contact for Conference Services in relation to events scheduled in BSNHP spaces.
Serve as the BSNHP liaison to all departments and vendors on campus, including Sodexo, Campus Safety, Conference Services, Facilities, OIT , and others.
Maintain data and documents related to accreditation of BSNHP academic programs.
Effectively supervise graduate and undergraduate students as assigned.
Assist in data collection and the generation of reports for internal and external constituencies as requested.
Process financial transactions including expense reports, travel reports, and vouchers, and miscellaneous bills; maintain school’s financial records, and the monthly reconciling of the Dean’s budgets.
Serve as initial contact for faculty, students, parents, and the general public.
Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, advisory board, various other schools and departments, and the community in general.
Communicate directives, instructions, messages, and information from the Dean to appropriate individuals and groups as requested.
Maintain inventory of office supplies; order and distribute office supplies as needed by faculty and staff in the school.
Maintain and update Dean’s Office files including confidential employee and student records.
Assess needs and prepare for incoming faculty and staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training.
Manage the Dean’s calendar in MS Outlook, ensuring accuracy and attention to detail; make travel arrangements.
Ensure the preparation and publication of the BSNHP student policy manuals and/or guidebooks annually by the established deadline.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment.
Attend required meetings and record and prepare minutes as requested for programmatic record-keeping.
Maintain and update school and departmental email lists at least twice annually (in fall and spring).
Maintain master calendar of BSNHP activities.
Ensure that BSNHP Standard Operating Procedures ( SOP ) are in place and up to date, and create new SOPs as needed to support workflow and operations.
Obtain, organize, and share Academic Affairs documents with the Provost’s Office as requested.
Work with the Provost’s Office on university initiatives and events as requested.
Demonstrate professionalism in communication and appearance when interacting with internal and external BSNHP customers.