Administrative Associate to the Dean

Administrative Associate to the Dean
Target Hire Date
2021-12-01-08:00
Join our community and experience Emerson College!

Provides support to the Dean of Liberal Arts and is responsible for administrative tasks related to the daily functioning and office management of the Institute for Liberal Arts and Interdisciplinary Studies.

Your Manager: Professor and Dean of Liberal Arts

Your Direct Reports: 0

Your Student Workers: 0

Key Partners: AssociateDirector Marlborough Institute, Program Coordinator Marlborough Institute

Your Key Responsibilities:

• Manage day-to-day affairs of the Institute. Specific tasks include:
  
  • Manage the calendar of the Dean of Liberal Arts, including coordinating with other offices and finalizing meetings
    
  • Arrange travel and accommodation for the Dean's work trips
    
  • Schedule Institute Faculty Meetings and Liberal Arts Council meetings, and provide support (reserve space, arrange catering, arrange mediation if needed, make copies of meeting handouts, attend to all pre-meeting planning, communicate with participants to inform them of dates and times and to determine and address special needs)
    
  • Schedule other faculty meetings, as needed, including standing meetings and faculty open houses for the Dean
    
  • Monitor and order general office supplies, as well as stationary, letterhead, and business cards
    
  • Act as a liaison to telecom, the print & copy center, and the computer help desk as necessary for systems and equipment maintenance, and to generate and manage departmental copy codes
    
  • Monitor and facilitate the overall maintenance of the office suite, working with facilities management as needed, including submitting and tracking work request orders and ensuring the security of the office suite (including tracking and distribution of suite and room keys)
    
  • Respond to requests for information from students, faculty, staff, and administrators regarding Institute classes, minor programs, the Honors Program, Institute events, and initiatives (forward inquiries to the Program Manager when necessary)
    
  • Maintain and update Institute publications, including leaflets, posters, brochures, newsletters, and resource cards
    
  • Maintain and update the Institute website, including promotion of upcoming events and faculty updates
    
  • Day-to-day supervision of and work allocation for the Institute's student office assistant, if one is employed
    
  • Send out Dean's List letters on behalf of the Dean each semester
    
  • Provide administrative support to the Honors Program
    
  • Maintain faculty listservs
    
  
  
  
  Serve as point of contact for faculty- and student-related issues and inquiries. These tasks include:
  
  • Field questions from faculty using the Workday system to accept teaching positions
    
  • Coordinate administrative tasks related to faculty searches, including booking travel and accommodations, coordinating schedules of the faculty search committee, booking meeting space and ordering catering, and communicating with the Emerson College community about candidate visits
    
  • Maintain and schedule faculty office hours and coordinate cubicle schedules and mailboxes for affiliated faculty
    
  • Collect and maintain all course syllabi each semester, and collect and maintain updated CVs from affiliated faculty each fall
    
  • Apply course permissions for students and faculty during registration periods
    
  • Communicate with faculty regarding onboarding information and administrative updates
    
  
  
  
  Individual Work Activities: Manage the Institute Operating budget. Specific tasks include:
  
  • Utilize Workday to track Institute expenses
    
  • Field questions, solve issues from faculty regarding expense reimbursements and payments
    
  • Maintain all Institute financial reports and records
    
  • Respond to inquiries from the financial office and adjust and resubmit paperwork as necessary
    
  • Annual budget forecasting and reconciliation
    
  • Track commitments and expected projections as well as actual expenses
    
  
  
  Assist with Institute and Honors Event Management tasks, under the supervision of the Program Manager.
  
  • Book space and order catering
    
  • Track and manage event budgets, including liaising with co-sponsoring departments and faculty
    
  • Assist with event promotions, including coordinating with Creative Services for the production of posters; coordinating with News at Emerson regarding priority events; arranging for the distribution of posters and flyers; arranging mediation, and overseeing social media
    
  • Coordinate and oversee any event-related administrative duties
    
  • Arrange for travel, accommodations, honorarium, and per diem for event presenters and guests, including the preparation and submission of necessary financial and legal paperwork.
    
  • Arrange travel and accommodations and registration for the NCHC honors conference each fall
    
  
  
  
• Your Qualifications:
  
  • 2-4 years of professional experience with demonstrated:
  • Organizational skills
  • Excellent communication skills
  
  
  You will be preferred with:
  
  • Bachelors degree and 2-4 years of professional administrative experience
  • Comfort with Google Suite (Gmail, Google Calendar, Doc, Drive, Sheet, Slide)
  • Demonstrated ability to follow up with necessary individuals or tasks
  • Higher education experience
  
  
  Work Environment:
  
  • Typical office environment
  • Ability to sit or stand for long periods
  • Ability to concentrate for long periods of time

Grade of Position: A15N

Scheduled Weekly Hours: 36.25

Hiring Range: $51,100.00 - $53,600.00

This position will be exclusively represented by the Service Employees International Union (SEIU), Local 888 for purposes of wages, hours and other terms and conditions of employment.
To apply, please visit: https://emerson.wd5.myworkdayjobs.com/en-US/Emerson_College_Staff/job/Boston-Campus/Administrative-Associate-to-the-Dean_JR003304

About Us
Emerson College is the nation’s only four-year institution dedicated exclusively to majors in communication and the arts in a liberal arts context. Its main campus is located in the center of the dynamic multicultural city of Boston, in close proximity to major publishing houses, arts institutions, and research centers. The college also has campuses in Los Angeles and the Netherlands. Emerson College enrolls over 4,300 graduate and undergraduate students from more than 70 countries and all 50 states.

Diversity Statement
Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society. Emerson College does not discriminate on the basis of sex/gender in its educational programs or activities. Emerson has designated the Associate Vice President, Title IX, and Clery Coordinator to respond to inquiries regarding the College Sexual Misconduct Policy. The Title IX Coordinator may be reached at 8 Park Plaza, Transportation Bldg, Room 230 Boston, MA 02116; Telephone: 617-824-8999; email: titleix@emerson.edu

Annual Clery Report
In accordance with the federal Clery and Campus SaVE Acts, Emerson College commits to providing all current and prospective students and employees with access to the annual campus security reports for each of our campuses. This report may be accessed from the Emerson College Police Department website.

Grade Ranges
Information on Emerson College staff grade range

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