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!
Other Administrative Duties include:
- 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
- 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
- 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
- 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
- Reconcile Wells Fargo P-Card, obtain approvals, send to A/P
- Establish Open PO to Staples, order office supplies as needed,
- 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.
- 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
- Collect, log, update and monitor La Verne Academy applications,
Faculty Research Grant applications, and Faculty Sabbatical
- 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.
- 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
- 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
- Ability to use and quickly learn new office support technology
systems and software packages
- Bachelor’s Degree
- Specialized training in administrative/clerical support.
- Experience working with diverse populations and in an academic
- Technical fluency with Microsoft Office Suite, Banner,
PeopleAdmin, or equivalent University information systems; Internet
browser, Google email and calendaring programs, website development
- Evidence of a commitment to diversity, equity, and inclusion
through policy interpretation and interpersonal interactions.
- Familiarity with Adjunct Faculty contract preparation and
- Familiarity with Full-Time Faculty overload contract
preparation & processing.
- Experience using Kronos and FLAC via Ellucian Banner.
La Verne Central Campus
To be considered for this position please visit our web site and
apply on line at the following link: http://laverne.edu
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