Dean's Office Manager

College of Education
Full-time
40 hrs wk/12 months
July 01, 2018

Summary

The Dean’s Office Manager manages the office of the College of Education dean as well as provides administrative and academic management support to the dean.

Responsibilities

1.   Assist the COE Dean

  • Process correspondence and assist the dean in providing timely and appropriate response.
  • Receive, respond to, and/or forward telephone calls.
  • Coordinate scheduling of and arrangements for faculty meetings, committee meetings, and faculty workshops.
  • Attend COE faculty and staff meetings; record and distribute minutes.
  • Actively assist the dean, communicating closely while exercising initiative in matters that do not demand the dean’s direct intervention.
  • Support courses and dissertations where appropriate.

2.   Manage the COE Dean’s Office

  • Maintain a welcoming environment for faculty, staff, students, and guests.
  • Maintain filing systems appropriate to functions of the COE dean, including current faculty records, teaching assignments, faculty study leaves, and data to support annual evaluations.
  • Process applications for adjunct faculty members.
  • Facilitate development and administration of goals and outcome assessments.
  • Supervise part-time or student assistants employed by the office of the dean.
  • Interact with other offices to facilitate communication and smooth operation of COE within CIU.
  • Organize information for ACSI certification.
  • Plan for summer courses and adjuncts, including meals, housing, needs, etc.

3.   Monitor finances

  • Process VISA card tracking for the dean and dean's direct reports.
  • Monitor monthly budget printouts and prepare reports for the dean.
  • Process extra faculty and adjunct pay, honoraria, reimbursements, invoices, and ministry meal lists.
  • Monitor and purchase supplies necessary for the efficient functioning of the dean’s office.

4.   Oversee annual projects

  • Coordinate completion of annual reports.
  • Track enrollment.
  • Coordinate production of COE’s portion of academic programs catalog.
  • Coordinate scheduling of COE courses.
  • Track faculty credentials for courses they teach each year.
  • Maintain files and charts.

5.   Oversee student records

  • Coordinate assigning of students to academic advisors.
  • Monitor status of and notify students who are placed on academic probation.
  • Advise students where appropriate.
  • Process initial paperwork for admissions.
  • Provide reports as necessary. 

Qualifications

  • Ability to create and maintain a positive and service-oriented office environment.
  • Familiarity with CIU’s ministry and academic environment, principles, and procedures.
  • Thorough knowledge of the COE curriculum, academic programs, and policies.
  • Computer skills, including word processing, spreadsheets, and e-mail communication software.
  • Operation of copiers, scanners, phone systems, and fax machines.
  • Ability to communicate effectively, maintain confidentiality, and act wisely and decisively.
  • Bachelor’s degree or higher.
  • Five years of office experience, preferably at least two of which are in a postsecondary academic environment.
  • Education degree or experience desired.