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Assistant Dean of Undergraduate Studies

St. John's University
New York, United States
Salary Not specified
Date posted
Jun 12, 2024

View more

Position Type
Administrative, Deans
Employment Level
Employment Type
Full Time

Assistant Dean of Undergraduate Studies

St. John's, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.

A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.


SJC Dean's Office

Specific Job Title

Assistant Dean, Undergraduate Studies

Reports to

Associate Dean of Undergraduate Studies, SJC



Job Summary

The Assistant Dean reports to the Associate Dean of Undergraduate Studies and maintains Banner Workflow tasks relating to undergraduate issues (e.g., pass/fail requests, outside institution course request), data analysis, and undergraduate student advisement; updates the university undergraduate bulletin (biennial); and serve as the College representative on the University Assessment Committee.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Banner Workflow

  • Evaluate and post transferrable credits

  • Review outside institution course requests and pass/fail option requests

  • Oversee academic support assistance in relation to early alerts

  • Address higher risk early alert cases

  • Data and Technology

  • Generate, organize, interpret, and analyze student data and create easy-to-understand reports, which is used for program assessments, student outreach, and grant proposals, for all departments within St. John's College

  • Manage all physical forms utilized in the office in relation to design and ordering (Registration forms, OICR/CLEP forms, etc.)

  • Create QR codes to assist the front desk with appointment scheduling

  • Design and manage major and minor requirement sheets, time grid, and registration instructions, etc. that are disseminated at the front desk

  • Provide Banner training to new hires

  • Consistently keep up to date with technology as the point person for most people

  • Advising

  • Assist with the advisement and registration of St. John's College students who have not declared a major

  • Assist with advisement and registration of transfer students

  • Conduct “second read” of prospective transfer students whether they are eligible for St. John's College programs when the Admissions Office is unsure (this could include GPA cutoffs, too many major credits, etc.) via Slate

  • After evaluation of transfer credits, provide a list (in Banner) of suggested courses for new external transfer students to be registered by the Office of Transfer Student Services

  • Create course equivalency sheets for Transfer Student Services and consistently update in relation to articulation agreements with community colleges

  • Advise and register students for chemistry and math placement exams

  • Resolve student problems and concerns through interaction with Registrars, Bursars, Admissions, Financial Aid, Business Affairs, International Student Services, and other college administrators throughout the University and/or referral to the counseling center

  • Conduct extensive mapping of students' programs to ensure full-time status that meets financial aid and scholarship guidelines

  • Perform benchmarking with other institutions in relation to transfer credit evaluations

  • Review requests for taking CLEP and/or DSST

  • Evaluate credit-by-exams (AP, IB, CAPE, CLEP, DSST, GCE A/AS levels, etc.) for score and course equivalencies as well as college transcripts

  • Bulletin Editing

  • Work with Marketing and Communications to ensure consistency throughout the bulletin

  • Collaborate with department chairs, directors, and coordinators to make sure any information they need to change, add, or remove is updated in the bulletin

  • Confirm verification of changes, additions, and removals via LAFC minutes

  • Despite the updating process normally being conducted every two years, be expected to consistently update the bulletin via the web version

  • Student Events

  • Represent St. John's College at student information and recruitment functions including Open House*, Accepted Student Day*, New Student Orientation, New Student Convocation, Parent and Transfer Orientations, Transfer Student Services Meet the Dean sessions, and EducationUSA Connect sessions by providing formal presentations and prospective student advisement (*Weekend events)

  • Skull and Circle: Assist with reviewing eligible students for recognition and assist with the Dean's Convocation and Skull and Circle including booking of the event locations, updating the Skull and Circle Facebook, ordering academic attire, and performing other responsibilities as assigned

  • Graduation: Assist the Assistant Dean for Graduation with the review of students eligible for graduation and attend the annual graduation ceremony

  • Additional Projects and Duties

  • Assist with the Associate Dean's projects

  • Work on various projects at the request of other departments like Registrar (CPOS, verification of eligibility for Excelsior Program, duplicate credit reports, etc.), Student Financial Services (verify graduate courses taken by undergraduate students are applicable to degree, verification of federal aid eligibility due to students receiving grades of F, ABFs, WDs, or UWs), and Admissions Office (evaluating possible transfer credit for prospective freshmen)

  • Serve as a the SJC undergraduate representative on the University Assessment Committee

  • Serve as the SJC representative on St. John's CODE (Champions of Data Experience) team in relation to data governance

  • Serve as ex officio member for Liberal Arts Faculty Council

  • Perform additional responsibilities as assigned by the Dean

  • Competencies

  • Establish and maintain clear communications between the Dean's office and all SJC units

  • Demonstrate ability to take initiative and flexibility in problem-solving in unexpected circumstances

  • Manage self and responsibilities effectively; produce quality, accurate results

  • Work well independently yet seek support when appropriate

  • Follow up on internal and external requests in a timely, respectful manner and help to resolve problems

  • Follow through on commitments and operate with an appropriate sense of urgency.

  • Handle confidential information in a discreet manner

  • Treat students, parents, co-workers, alumni, and guests in a respectful manner that demonstrates compassion and sensitivity to a variety of styles and cultural backgrounds; seek and listen to different points of view

  • Demonstrate respectful and consistently positive behavior with co-workers

  • Stay current with technological trends, developments, and advances needed to perform the job

  • Work Environment

    This position takes place in a standard office environment and is not eligible for hybrid work arrangements because the primary responsibilities are student facing.

    Position Type/Expected Hours of Work

    This is a full-time, salaried, and non-exempt position.

    Required Education and Experience

  • Master's degree or equivalent

  • Minimum five years' experience in higher education

  • Preferred Education and Experience

  • Prior Dean's Office and/or advising experience beneficial

  • Proficiency with the Microsoft Office suite, particularly Microsoft Excel and OneDrive.

  • Experience with Ellucian - Banner & course management software, such as CourseDog or DegreeWorks

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

    In compliance with NYC's Pay Transparency Act, the annual salary for this position is $65,000. St. John's University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.

    This position may be relocated to any of St. John's University's physical locations at any time.

    St. John's offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John's performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events

    Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.

    St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.

    To apply, visit


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