Administrative Assistant to Dean - Founder's College

Position Overview

This position will provide support for the Dean, administrative staff, students and faculty of Founder's College while partnering closely with other units across the University, most notably with Records and Registration, Enrollment Management, IT, Career Services, and the Business and Purchasing offices. The role includes monitoring the budget and the management of budgetary items, assisting with curricular and enrollment events, and management of operational functions and special projects. This individual will work closely with students and serve as the point person for them and for visitors to the college. As a result, the assistant plays an integral role in the holistic support of the students of the Founder’s College.

Responsibilities

• Serve as the primary point of contact for the college – facilitating communication (verbal and written) between the faculty and dean, students, staff, administrators, and external constituencies
• Field questions from internal and external inquiries, serving as a key resource for both
• Actively listen to students and connect them to the appropriate College/University resource
• Provide information and referrals to students to help them solve problems they encounter with classes, scheduling, completion of forms, etc., referring students to faculty for formal advising
• Apprise students of upcoming events, opportunities, deadlines through email communications, posters, and/or social media platforms
• Monitor college and university calendars and keep chair and faculty apprised of upcoming events, due dates, processes, etc.
• Responsible for navigating in Oracle Cloud Employees & Financials as needed
• Inventory and order supplies and equipment on a regular basis (technology coordination and associated training)
• Assist with preparation of recruitment events, new student registration, college meetings, student recognition events, etc.
• Take informative minutes at college meetings
• Assist the Dean with the hiring and on-boarding process of new FT and PT faculty, including drafting offer letters and contracts
• Annually develop the college budget: verify accuracy of the allocation and salaries, present proposed budget to the dean for approval, and work closely with the Academic Budget Director for submission to the provost
• Enter vouchers/requisitions in the Accounts Payable system
• Reconcile the budget each month and update the dean on the status of the budget and gift funds, providing forecasting information to help with planning and prevent overspending in the fiscal year
• Prepare information for meetings in advance and provide follow-up on action items
• Assist the Dean with coordination of the Advisory Council
• Support dean and administrative staff with overall college operations
• Execute with proficiency assignments utilizing BU software (including Oracle, Canvas, Slate and other platforms as needed), Microsoft Office (Word, Excel, Outlook-including Calendar options for scheduling appointments) and Microsoft Teams
  • May include editing/revising the college website and social media platforms
• In cooperation with dean, monitor budget and handle associated tasks
• Work closely with OIRA (Office of Institutional Research & Assessment) providing requested institutional information, including support for the administration of Class Climate student feedback process
• Participate in meetings with the dean and other administrators for the purpose of providing input, including the planning of course delivery and teaching loads for the college, discussion of policies and best practices, planning agendas for meetings, problem-solving discussions, etc.
• Serve as a liaison for the College while collaborating with other campus leaders and personnel on a wide variety of matters

Required Qualifications 

• Four plus years of experience supporting senior leaders, such as directors or higher, with responsibilities including budget management, problem-solving, and collaboration.
• Possess a true start-up mentality as it relates to launching a new college
• Demonstrated problem solving skills
• Advanced skill level in Microsoft applications
• Ability to exercise good judgement and initiative in analyzing work situations
• Excellent communication and listening skills
• Articulate and responsive to colleagues
• Ability to simultaneously handle multiple priorities
• Experience dealing effectively with complicated work matters and effectively prioritizing challenges.
• Performs work independently with limited supervision

Preferred Qualifications 

• Bachelor's Degree
• Four to seven years' experience assisting at least at departmental level at a higher-ed institution, collaborating and managing budgets, problem-solving
• Experience editing webpages
• Experience using WordPress
• Experience with social media platform

BU Benefits and Perks

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:

• Paid Time Off and Holidays:
  • 20 days of paid time off (vacation and PTO days) per Fiscal year
  • 8 Paid Holidays
  • In addition, a paid Winter Break between Christmas Eve and New Year’s Day
  • Paid Parental Leave (after 1 year of full-time employment)
• Health:
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs
• Retirement:
  • 10% employer contribution after 1 year of full-time employment
• Tuition Assistance:
  • Remission of tuition for classes taken at Butler for admitted employees, spouses, and dependent children.
  • Eligibility after 9 months of full-time employment
  • Employees & spouses- undergraduate/graduate degrees
  • Dependents (under age 26)- undergraduate degree
    • Covers tuition only
  • Tuition Exchange Program for Dependents at participating institutions
• Butler Facilities Access, Discounts and Perks:
  • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
  • LinkedIn Learning Courses
  • Free premium subscription to the Calm App
  • Free subscription to the WSJ, The Economist, and NYT
  • Discount at the College Bookstore
  • Discount on select Athletic and Arts/Events Center Performances

About Us

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.