Assistant to the Dean

Collin College•Frisco, TX

3d•Onsite

About The Position

Provide administrative support to the various Collin College academic affairs and workforce program deans and respective divisions. Ensure compliance and implementation of state and institutional policies and procedures.

Requirements

Associate degree from an accredited institution.
Three (3) years of related experience OR equivalent combination of education and experience.
Knowledge of multiple software systems including Workday
Knowledge of budget principles and financial reporting
Knowledge of college policies regarding completion of forms
Strong organizational skills
Verbal and written communication skills
Interpersonal skills
Ability to follow-up with vendors and other departments
Ability to use multiple software systems
Ability to maintain confidentiality of student records
Ability to use office equipment including phone, printer, and fax scanner

Nice To Haves

Bachelor's degree from an accredited institution.

Responsibilities

Work closely with Human Resources and Payroll to maintain accurate labor distribution of divisional staff, full and part-time.
Ensure proper submission of accurate faculty load reports.
Maintain division status reports on topics such as course banking; sabbaticals; study grants; professional development activities and travel; and FMLA absences for full-time division faculty.
Maintain current knowledge of relevant college policies, processes and procedures appropriate to such duties as faculty workload, extra service and special contracts, release time, compensation, and schedule building.
Represent the dean in communication with students, volunteers, faculty, staff, general public, providing accurate information in a timely and courteous manner.
Support the dean in outreach and partnership activities.
Serve as back up to the divisional administrative assistant(s) as requested/needed.
Process and maintain college, divisional and departmental forms as related to the dean's office.
Assist the dean in reviewing professional travel requests and expenditure reports.
Prepare faculty load for approvals.
Back up the dean in organizing the review and editing of college publications related to the division, including electronic publications.
Assist the dean in maintaining all media forms, online and print, associated with the division.
Share Advisory Committee responsibilities with the Administrative Assistant(s) to include, but not limited to working with the associate dean(s) or directors to schedule meetings, notifying committee members, taking and typing minutes, maintaining committee files.
Maintain updated THECB and Collin College course inventory data.
Maintain course revisions and catalog edits.
Assist the dean with inputting and monitoring the annual budget.
Maintain inventory records for the division.
Frequently review financial data to resolve non-salary deficits; verify non-salary changes to financial backup documents.
As requested by the dean, work with associate dean(s) and the dean, assisting as needed with the inputting, proofing and revision of class schedules, researching and preparing statistical reports related to class schedules, enrollments and other topics.
Process division purchase requisitions for supplies and equipment, follow up on the requests and maintain relevant records of all purchasing.
Analyze and monitor divisional and departmental monthly accounting reports, ensuring that all expenditures are authorized, accurately recorded and charged to the correct cost center and account.
Prepare budget adjustment form to transfer funds when necessary.
Collect and deposit funds to the appropriate accounts in the Bursar's office from various departments within the division.
Provide clear and precise communication with employees at all levels, with students, and with community members.
Review communications of various types and refer to appropriate department, faculty or staff for disposition.
Prepare communication as requested and ensure all documents and correspondence is filed appropriately.
Collect data and prepare reports as requested.
Research information and complete forms, verify a wide variety of information for appropriate communication as requested and according to laws, policies and procedures.
Schedule various conferences and meetings.
Maintain confidentiality of student records (in compliance with the Family Educational Rights and Privacy Act).
Perform other duties as assigned.
Perform all duties and maintain all standards in accordance with college policies, procedures and core values.