ASSISTANT TO THE DEAN- HSHP

Job Summary:

Serve as a member of the administrative support team within the School of Health Sciences & Human Performance Dean’s office providing primary support to the Deans. Serve as a point of contact to provide information, assistance in completion of academic and operational forms, schedule appointments and arrange meetings and direct the flow of faculty, students, staff, and visitors to the Dean’s office. Prepare confidential correspondence, maintain files and records, and provide support for the School of Health Sciences and Human Performance curriculum committee.

Supervision:

This position reports to the Dean and will receive day-to-day supervision and guidance and direction from the Associate Deans. This position provides day-to-day guidance to student assistants assigned to the dean’s office.

Essential Duties:

1. Maintain Dean's calendar, prepare standard communication on behalf of Dean, and edit Dean’s office communications per request. Provide primary administrative support to the Dean’s office to include typing letters, memos and other correspondence and documents. Schedule appointments and arrange meetings.
2. Serve as a point of contact and liaison to students, faculty, staff, and visitors to the Dean’s office. Answer telephones, take messages, and serve as a resource person to provide program information. Update calendars for the dean and associate deans. Assist students and faculty in following College and departmental procedures and completing necessary documentation. Make referrals to appropriate areas or individuals when additional advice or assistance is necessary. Make room reservations for HSHP controlled rooms, provide faculty assistance, and serve as the major point of contact for HSHP with other IC offices
3. Coordinate and compose various communication elements such as the web, Intercom, social media outlets, surveys with External Orgs such as ASAHP survey. Coordinate the annual catalog revision process. Coordinate hiring and supervision of student workers within the Dean’s office. Coordinate and manage the operations and communications related to endowed scholarships.
4. Provide assistance in planning and participate in the School of Health Sciences and Human Performance events and activities such as Orientation Programs, Open Houses, Ithaca Today, Family Weekend, Convocation Day Events, May awards ceremony and reception, and HSHP All-school meetings and retreats as assigned. Work with the Administrative Assistants and Department Chairpersons in various departments within the school to identify faculty and current student availability for participation as needed. Prepare materials and make arrangements for facilities, meals, and/or refreshments and all other logistics.
5. Serve as a member of the Dean’s Office administrative support team to provide office support ensuring proper office coverage at all times. Assume specific duties of other Dean’s Office staff in the event of absence or as requested. Provide administrative support within the School as assigned to provide necessary support during peak workload periods, for special projects, or in the absence of an administrative assistant. Support school’s onboarding and mentoring system of staff.
6. Recommend methods for improvement of workflow and other departmental services/operational enhancements. Assist in ensuring the confidentiality and security of office facilities and records.
7. Coordinate Searches and Accreditation Site visits including hotel and dinner arrangements, site visitors, and candidate visits and travel.
8. Support Dean’s office budget process including ordering for the Dean’s accounts, paying invoices, running reports, closing out credit card purchases
9. Provide back up support to sort mail, maintain supplies, distribute keys, open up of the office, and answer/transfer/forward phones. Provide assistance in support of special projects and new initiatives.
10. Demonstrate a commitment to diversity, equity, and inclusion and contribute to cultivating an accessible, inclusive, and equitable College community.

Qualifications:

Associate’s degree and a minimum of 3 years previous office experience or the equivalent combination of education and experience; in-depth knowledge of various word-processing, spreadsheet and database software applications; excellent attention to detail, strong organizational, interpersonal, verbal, and written communication skills; ability to process confidential information, prioritize projects, handle multiple tasks and meet deadlines are required. Previous experience working with on-line student information and financial information systems in a college or university is preferred.

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to use a personal computer and associated equipment as well as other office equipment used in the day-to-day operations. The incumbent may need to deliver various correspondences or other informational materials on campus requiring the ability to walk or drive or make other travel arrangements.

I thaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.