Assistant to the Dean and Budget Manager

Job Description:

DIVISION: Academic

DEPARTMENT: Dolan School of Business

BASIC FUNCTION:

This position carries an important role of representing the Dean’s Office of Dolan School, internally on campus and externally with corporation/community partners, donors and supporters. The incumbent assists the Dean in managing the daily operations of the School, leads the efforts of annual budgeting process and managing the School’s budget on an on-going basis, and provides administrative support to the Dean in working with advisory boards and VIP personnel.

UNUSUAL WORK CONDITIONS: Exposure to confidential information.

KNOWLEDGE AND SKILL NEEDED:

Strong verbal and written communication skills are required, as well as demonstrated interpersonal skills and detailed orientation. Significant budgetary or accounting experience is highly expected. Proficiency in Microsoft Excel, Word, and PowerPoint is required.

EDUCATION: A Bachelor Degree is or equivalent related experience required

EXPERIENCE: A minimum of 5 years of work experience in a professional office environment is required.

REPORTS TO: Dean, Dolan School of Business

ESSENTIAL FUNCTIONS:

Assist the Dean in managing the daily operations of the School.

The incumbent manages the Dean’s calendar and schedules to ensure that the Dean attends the right meetings at the right time. S/he would make sure that the Dean is prepared for each meeting with the meeting packet including critical background information and documents. The incumbent meets with the Dean each week to plan for the upcoming events and activities scheduled on the Dean’s calendar and carries out the planned actions accordingly.

The incumbent supports the Dean in faculty’s rank and tenure process. S/he oversees the process and timeline to ensure that external reviewers for faculty candidates receive all required documents and return their input letters in a timely fashion and that all internal documents for each faculty candidate, including the Dean’s letter, to be turned in on time. S/he support the Dean in other faculty-related matters, such as recruitment and retirement.

The incumbent maintains a system of information records regarding various operations of the School, including various policies and activities, faculty files and relevant meeting minutes. S/he assists the Dean in planning and implementing Dolan faculty meetings, Department chairs meetings, among others, and maintains a summary/minutes of each meeting.

The incumbent coordinates efforts to ensure that the School and Dean’s Suite are providing a productive, professional and safe working environment (e.g., technologies, equipment and furniture).

Leads the efforts of annual budgeting process and manages the School’s budget on an on-going basis.

The incumbent leads the School’s efforts regarding budgeting process and budget management, in close consultation with the Dean. S/he leads the annual budgeting process by incorporating the instructions from the Provost’s Office and the new budgetary needs based on the new programs and initiatives of the Dolan School, to ensure that the School’s has adequate funds to carry out its academic mission. S/he monitors the School’s budget regularly, updates the Dean with budgetary performance and situations and suggest thoughtful solutions to budgetary issues.

The incumbent manages the Workday processes to ensure that various charges and expenses are entered into the system appropriately and timely, approves the financial and personnel arrangements, as requested in Workday, pay bills as instructed by the Dean, and issue invoices to appropriate parties. S/he manages the process of entering and seeking approvals of various faculty stipends and financial awards in Workday system.

The incumbent serves as the primary contact with department chairs and faculty regarding budgetary matters and communicates related matters to the Provost’s Office. S/he performs basic financial analyses and provides budgetary data, when requested.

Provides administrative support to the Dean in working with advisory boards and VIP personnel.

The incumbent serves as the primary contact with various advisory boards and councils, community and corporate partners, and other VIP personnel, on behalf of the Dean. S/he shall represent the Dolan School and the Dean’s Office with utmost professional standards and ensure that external facing events, activities and communications reflect the high quality reputation of the Dolan School. S/he maintains the rosters of various advisory boards and councils and related documents and ensures that all information related to these external relations, including websites, remain up to date. S/he assists the Dean in developing meeting agenda and is responsible for various logistical matters required of each meeting, including event space reservations, meeting site set ups, and meeting minutes. S/he prepares necessary materials for the Dean’s field visits to donors and external partners.

*Perform other duties assigned by the Dean. Duties may change and/or be added at any time.

Disclaimer:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Category:

Academic - Admin

All offers of employment are contingent upon a satisfactory background check.

Fairfield University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity, and, in this spirit, particularly welcomes applications from women, persons of color, Veterans, and members of historically underrepresented groups. The University will provide reasonable accommodations to all qualified individuals with a disability.

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