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Executive Assistant, Dean College of Arts and Sciences

University of La Verne
California, United States
Salary Not specified
Posted Date
Jul 15, 2022

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Position Type
Administrative, Deans
Employment Level
Employment Type
Full Time
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University of La Verne

Executive Assistant, Dean College of Arts and Sciences

Job Description Summary:
As Executive Assistant to the Dean and Associate Dean(s), provide administrative support and office management for the College of Arts and Sciences. Direct and manage the day-to-day operations of the Office of the Dean of the College of Arts and Sciences (CAS). Coordinate all administrative functions of the office to include administrative support for the Dean and Associate Dean(s), monitor Office and College budget as needed, supervise student workers as needed, independently coordinate and oversee all special events and lectures sponsored by the CAS Dean's Office, monitor and comply with “University Safe Return” COVID-19 protocol for the CAS Dean's Office and College, work with various off-campus vendors and contacts, including the City of La Verne Recreation Coordinator, work with various campus departments and administrative offices, manage Banner/FLAC input and oversight, complete Payroll reports, complete P-Card reconciliations, provide advisement/instruction to faculty, adjunct faculty, staff, and students, as needed. Demonstrate understanding of and commitment to ULV Mission and Core Values of the University of La Verne.
The University of La Verne is a private not-for-profit university founded in 1891 located in La Verne, California. The core values that we live by are Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning and Community and Civic Engagement. If you're passionate about these values, join us at the University of La Verne!

Specific Duties:
  • Calendar Management: Manage and maintain CAS Dean’s calendar, including ten standing meetings each semester for CAS Dean and Associate Deans. Subject to change as new meeting groups are identified and created for CAS and University committees.
  • CAS Dean’s List: Compile and sort information for CAS Dean’s List recipients (fall & spring semesters), including generating and printing of the Dean’s List award card, mailing of the award cards, and printing of Dean’s List student names in the Campus Times.
  • One Book , One University Student Lecture & Keynote Lecture: Coordinate all aspects of this annual event, which includes distributing books to Writing Faculty, FLEX faculty, all CAS faculty and staff, ULV Administrators & the BOT. Prepare advertising, graphics, website edits, posters, fliers, & Playbills. Arrange for lodging, ground transportation, campus room reservations (SSAP & Morgan), set-up for both lectures, work with speaker’s agent/agency regarding speaker’s contract, tax forms, invoices, pre-hire questionnaire, check request for deposit/payment of honorarium, coordinate with Housekeeping to clean SSAP after morning lecture, coordinate book signing (work with Bookstore & Events), coordinate dinner with RCS Chair, and anything else related to this event.
  • Frederick Douglass Human Rights Lecture: Working with the CAS Dean, identify a speaker for this event. May be involved with written or verbal communication to secure guest speaker, Make arrangements for speaker’s flight, lodging, ground transportation, campus room reservations, set-up of venue for lecture and possible classroom visit for speaker/student exchange and dialogue, order catering for luncheon and/or dinner, prepare guest list and send invitations, manage RSVP’s, work with Bookstore to order books (if any) for book signing. Tasks are the same as for the One Book, One University event, except there is only one lecture, and we do not distribute copies of the speaker’s book.
  • Faculty Professional Support Committee: CAS-FPSC provides Excel spreadsheet with F/T faculty award information each quarter. Obtain approval from CAS Dean on these awards, generate award letter (mail merge). Email or send award letters to faculty, track expenditure (award amount vs. actual amount), enter onto Excel spreadsheet. Receive expense reimbursement forms from faculty (check for accuracy, signature, and supporting documentation), forward to CAS Dean for approval, then process through A/P. Send completed Excel spreadsheet to Chair of CAS-FPSC.
  • CAS-ARP&T: Receive faculty portfolios and verify that portfolios contain evaluations from Department Committee, Department Chair, and CAS-ARP&T Committee members. Forward to CAS Dean for review and preparation of CAS Dean’s Evaluation. Organize and submit to Provost for review. After University ART&P Committee review, and BOT review and decision, schedule meetings with faculty and CAS Dean to discuss outcomes and return portfolio to faculty.
  • Performance Scholarship Day: Coordinate annual event that recruits admitted, incoming freshman or community college transfers, to audition for a Performance Scholarship (PS) in one of the six CAS performance areas (Art, Communication-Television/Video Production, Music, Photography, Speech/Debate, or Theatre). Two scholarships in each of the six performance areas are awarded. Responsibilities include: receiving names of admitted students from the Office of Admission; send invitations to admitted students to attend PS Day and monitor RSVP’s; provide PS information to the PS Chairs (applications, letters of recommendation, test scores, GPA), establish schedule for Performance Scholarship Day Reception—CAS Dean’s Welcome to students and their guest(s), introduction of CAS faculty, parent discussion/Q&A with members of CAS and University Departments, including Admissions, Financial Aid, Housing, and CAS Advisors. Secure campus room reservations for auditions and interviews. Work with PS Chairs after interviews/auditions are complete, to identify scholarship recipients (two winners in each performance area), email awardees, monitor responses, generate final list for CAS Dean, Chairs, and Financial Aid, and send email to students who were not selected. Schedule Debrief Meeting with CAS Dean’s Office, PS Chairs, and Admissions. Discuss plans for next year and determine tentative date.
  • CAS Reading Group: Work with Professor of History/Political Science, Dr. Jason Neidleman, to determine dates during the fall and spring semesters (Sept/Oct/Nov & Feb/March/April) to conduct the reading group meetings. Reserve campus location (usually Hanawalt House Lordsburg Room), order catering, and prepare and submit Alcohol Permit to Events. (CAS Dean donates wine for this event).
  • City of La Verne Recreation Guide: Work directly with liaison at the City of La Verne (Yvonne Duran), regarding advertising in their recreation guide for “CAS Senior Citizen Audit Class” information. Obtain list from the Registrar’s Office, of audit classes being offered, and prepare list/schedule for inclusion onto the Registrar’s webpage, for senior citizens, from the surrounding area, that may be interested in attending these classes.
  • Holiday Desserts with the Dean: Organize and oversee the entire event.
  • Dean’s Award for Academic Excellence in Undergraduate Inquiry and Creativity and Dean’s Prizes for Outstanding Master’s Thesis and Outstanding Doctoral Dissertation: Coordination of this annual event includes, but is not limited to: location and catering reservations, set-up of venue, invitations & RSVP’s, create and order the program, order awards, arrange for photographer, coordinate monetary award with Financial Aid.
  • Retirement Dinner: Secure location, plan, organize, track, monitor, and oversee all aspects of this annual event.
  • Salute to Faculty Excellence Awards, Homecoming: Collaborate with CAS Dean and University Advancement on purchasing a table at Homecoming Dinner, and organize CAS Reception (prior to dinner). Work with CAS Dean to identify and order faculty awards. Create programs and work with Graphics to print programs. Complete other tasks as needed.
  • Data Entry: Support in hiring of new adjunct faculty through applicant tracking system (PeopleAdmin); enter new adjunct and faculty information in Banner; update list of new adjunct faculty members as they are hired, and update FLAC modules as needed. Familiarity with process involved in entering classes into FLAC for F/T faculty and Adjunct Faculty and approval process
  • Additional Administrative Duties:
    • Prepare Pay Advice Forms for Chair Stipends and Coordinator Stipends, and monitor approval process (CAS Dean, Provost, and Budget). Submit to HR.
    • Prepare corresponding Chair Stipend letters for faculty, mail, monitor responses, and update CAS Chair/Coordinator List.
    • Request Time-Off hours from CAS Admin/Professionals (email 1st of each month). Monitor responses and prepare monthly “Time-Off Report” (includes CAS Faculty and Admin/Professionals). Email final report to Payroll by the 8th of each month.
    • Coordinate and submit payroll/timesheets for student workers (as needed).
    • Reconcile Wells Fargo P-Card, obtain approvals, send to A/P before deadline
    • Establish Open PO to Staples, order office supplies as needed, monitor balances
    • Receive and review expense reimbursement forms, check for accuracy in preparation and assignment of FOAP account numbers, attach appropriate backup documentation, obtain CAS Dean’s approval, submit to A/P for processing.

  • Other Administrative Duties include:
    • Coordinate CCAS, AAC&U, and other professional organization membership renewals and conference attendance for CAS Deans.
    • Coordinate ASCAP, SESAC, VMI contract renewals, and prepare check requests, or arrange for P-Card payment, when invoices are received. Involves working with Director of Institutional Research to obtain enrollment numbers used to calculate premiums.
    • Prepare “Start-Up Fund” log sheet for new faculty, monitor balances, process reimbursements
    • Process Relocation Expense reimbursements for new faculty (as needed).
    • Collect, log, update and monitor La Verne Academy applications, Faculty Research Grant applications, and Faculty Sabbatical applications.
    • Update CAS ListServ to add new hires (CAS F/T faculty and staff only), and remove names due to terminations/separations (retirees can remain on the CAS ListServe)
    • Preparation of various University forms (purchase requisitions, change order forms, time sheets, expense reimbursement forms, check requests, signature authorization forms, Banner Self-Service forms, Budget Change forms, Pay Advice forms, cover sheets, etc.)
    • Perform other CAS duties as needed.

Minimum Qualifications:
  • High school diploma or equivalent
  • 5 years of experience in higher education
  • Fully functional knowledge of, and skill in, standard office procedures and practices, as well as the ability to understand and operate in a variety of organizational structures and environments.
  • Incumbents are expected to have a thorough knowledge of English grammar, spelling, and punctuation, and be able to clearly communicate orally and in writing.
  • Knowledge of business mathematics (beyond basic arithmetic).
  • Ability to use and quickly learn new office support technology systems and software packages

Preferred Qualifications:
  • Bachelor’s Degree
  • Specialized training in administrative/clerical support.
  • Experience working with diverse populations and in an academic setting.
  • Technical fluency with Microsoft Office Suite, Banner, PeopleAdmin, or equivalent University information systems; Internet browser, Google email and calendaring programs, website development and maintenance.
  • Evidence of a commitment to diversity, equity, and inclusion through policy interpretation and interpersonal interactions.
  • Familiarity with Adjunct Faculty contract preparation and processing.
  • Familiarity with Full-Time Faculty overload contract preparation & processing.
  • Experience using Kronos and FLAC via Ellucian Banner.

Location: La Verne Central Campus

Special Instructions:
To be considered for this position please visit our web site and apply on line at the following link:

Institutional Profile
Located in Southern California, the University of La Verne offers a distinctive and relevant educational experience to a diverse population of students, preparing them for successful careers and a commitment to lifelong learning across the liberal arts and professional programs. The academic units of the not-for-profit university include the College of Arts and Sciences, the College of Business and Public Management, the LaFetra College of Education, and the College of Law. The university offers both undergraduate and graduate programs, including degree programs tailored for working adults. The university's central campus is located 30 miles east of Los Angeles in the historic Old Town section of La Verne, a city with a population of approximately 35,000 at the foothills of the San Gabriel Mountains. The university also has eight regional campuses throughout California and the College of Law campus in Ontario, California. The university is classified as a Carnegie Doctoral Institution with moderate research activity. Core values are reflected throughout all curricular and co-curricular programs, its emphasis on close professor-student interaction, personal support of its students, and its diversity.

The University of La Verne prides itself in being reflective of the diversity of Southern California. Approximately 80 percent of its nearly 8,500 students come from diverse backgrounds and the U.S. Department of Education has designated the university as a Hispanic Serving Institution (HSI). With 80,000 alumni, the university fulfills a critical community function in educating students from underserved populations, many of whom are the first generation in their family to attend college.

The University of La Verne is an equal opportunity employer and does not discriminate against employment or employees on any basis prohibited by state and federal law. University of La Verne hires and promotes individuals based on their qualifications and is consistent with applicable state and federal laws, without regard to race, color, religion, gender, disability, medical condition a or sexual orientation


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