Assistant to the Dean
Work Site Location: Coeur d' Alene Campus
This position serves as a primary point of contact and provides a wide range of administrative and support activities for the Dean, as well as divisions, programs, and other service areas that report to the Dean. This position is responsible for gathering, synthesizing, and reporting information using specialized knowledge of the designated areas to help meet internal and external requirements, with limited direction. The Assistant to the Dean has responsibility for regular interaction with and reporting to multiple external agencies and constituencies, and independent data synthesis and evaluation.
Functioning as part of a team in the Office of Instruction, this position supports responsibilities related to that office, such as regional accreditation, State of Idaho reporting and accountability, budgeting, planning, and other initiatives that emerge as part of the dynamic responsibilities of Instruction at the college.
This list includes, but is not limited to the following:
- Provides comprehensive and confidential administrative support to the Dean and assigned areas of responsibility, including organizing meetings and events, maintaining calendars, conducting follow-up on matters arising from meetings.
- Maintains and applies knowledge of supervisor's work commitments, including status of projects, initiatives, and nature of contacts.
- Serves as the primary liaison between the Dean's office and other instructional divisions, departments, students, faculty and external constituencies on a range of issues.
- Receives and responds to a variety of student, staff, faculty, and other inquiries, by phone, in writing, online and in person. Analyzes administrative problems or inquiries, and resolves or refers as appropriate.
- Performs a variety of complex and diverse administrative duties requiring independent judgement and a full-scope knowledge of administrative procedures, practices and reporting requirements. Activities are typically oriented to the specialized nature of the assigned instructional area.
- Assignments generally include gathering and interpreting data, coordinating and preparing complex reports; maintaining records requiring compilation and classification of varied information; performing complicated reconciliations, and maintaining control functions where time limits and procedural requirements are critical.
- Monitors budgetary and other business affairs for the Dean and assigned areas of responsibility.
- Works independently to coordinate and support projects, initiatives, and programs that involve multiple divisions, departments and outside public and private sector organizations.
- Supports unit compliance with FERPA, Title IX, adherence to state and federal grant requirements, partnerships and agreements with four-year institutions.
- Assists with reporting and compliance for college accreditation with NWCCU and/or program specific accreditations, adherence to State Board of Education planning and policy requirements, presentations to the NIC Board of Trustees, as well as activities that may be related to other community partners or local/state government offices.
- Screens and evaluates incoming and outgoing correspondence; composes, edits and prepares original responses, and other documentation and correspondence on behalf of the respective instructional unit as appropriate
- Supports varied curricular and program needs, including program review and assessment activities. Adapts to varied reporting line and project requirements included in the Dean's portfolio, which may evolve over time to require learning new systems, procedures, applications, and regulations to ensure effective administrative support.
- Manages designated office operations in coordination with the Dean, Vice President for Instruction, and Executive Assistant to the Vice President for Instruction.
- Provides administrative support for designated projects and programs, which may include accreditation, compliance, regulatory, and other related functions associated with the Dean and the Office of Instruction.
- Maintains a positive, helpful, constructive attitude and work relationship with supervisor, college staff, students, and the community.
- May supervise the work of part-time administrative employees.
- May occasionally travel locally or regionally and to other NIC locations.
- Performs other duties as assigned.
Education and Experience : Associate’s degree or Applied Associate’s degree or certification from a two-year college or career and technical school or program and a minimum of five years full-time related experience and/or training; or equivalent combination of education and experience.
Required License and/or Certifications :
Must possess a valid driver’s license.
Knowledge, Skills, and Abilities:
• Excellent customer service and interpersonal skills.
• Strong written and verbal communication skills including the ability to read, listen to, and understand information and ideas presented verbally and in writing, and to communicate in these formats so that others understand.
• Ability to define problems, collect and analyze data, establish facts, and draw valid conclusions from diverse situations.
• Develop a strong working knowledge of college policy, procedures, and processes, and other regulatory or compliance standards as needed.
• Ability to apply general guidance to specific situations to distinguish when to provide well-founded answers, make referrals, or take other appropriate action.
• Ability to integrate information to apply established rules or decisions in new situations.
• Ability to identify existing and potential problems and communicate them for appropriate action.
• Advanced skills using Microsoft Office applications.
• Proficient mathematical skills and reasoning ability.
• Ability to work independently, manage own time, and the time of others effectively in order to prioritize work and meet critical deadlines.
• Proficient skills using database and enterprise systems and to learn new systems the college may adopt, in order to fulfill assigned responsibilities.
• Ability to operate standard office equipment including phone, copier, scanner, and other technology that may be adopted to fulfill functional responsibilities.
Employment is contingent upon successful completion of background check
All application materials must be upload and the application completed prior to the close date
Advertised: March 26, 2021 Pacific Daylight Time
Applications close: April 09, 2021 11:55 PM Pacific Daylight Time
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