| Position Summary | This position provides specialized support to the Dean of the School of Science, Engineering and Health. Responsibilities include performing high-level administrative duties, oversight and coordination of School programs and Dean’s office activities. Such functions include: supporting the Dean and designated faculty with administrative project details; coordinating planning and work flow; follow-up on delegated tasks; keeping projects on schedule, preparing and keeping track of School and office budgets; calendar management for the Dean and assisting departmental assistants. |
| Skills, Characteristics Required for Position | • Professional-level communication skills, including strong writing, editing, speaking and comprehension skills
• Ability to communicate successfully across departments and with various constituencies, including external contacts
• Strong organizational skills, including time management skills and the ability to prioritize multiple responsibilities
• Expert computer proficiency including the ability to work independently in standard office software such as Microsoft and Adobe products and Banner.
• Ability to work in various databases as well as understand basic web design and web page maintenance
• Ability to work independently on complex projects managing significant portions with little to no oversight
• Ability to develop and implement systematic electronic filing systems
• Ability to maintain a high level of confidentiality and a professional demeanor and workspace at all times
• Basic understanding of compliance and regulations related to higher education.
• Understanding of compliance and regulations related to faculty recruitment
• Specialized training and development in office management including budgeting
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| Primary Duties | 1. Provide administrative support to all aspects of the work of the Dean including maintaining appointment calendar, handling mail and telephone inquiries, composing correspondence, coordinating correspondence and travel arrangements, scheduling meetings, maintaining office files and personnel contact list.
2. Coordinate/reconcile office billings, processing requests for payment, review general ledgers monthly to ensure accuracy on transactions/invoices and assist in preparation and management of the school budget, as assigned by the Dean.
3. In a clerical role, record meeting minutes, write agendas and minutes, maintain office supplies, arrange repair of computers, open and sort mail, print or copy files, screen phone calls, coordinate office supplies and technical support for building copiers in Kline 110 and the Jordan/Kline lobby.
4. Assist Dean in developing/submitting budgets. Monitor School/department expenditures, reconcile accounts with business office/bank, track student hours, allocate and approve purchasing (‘Visa’) charges, OneSource, etc.
5. Assist Dean, Chairs and Search Committees in setting up faculty searches, monitoring applications, arranging visits, scheduling interviews.
6. Assist with hospitality and special events like admissions recruitment events, research symposia/ faculty workshops. Plan room and food accommodations, attend to program details, arrange speaker travel, etc.
7. Coordinate events, meetings and communication among various departments and department administrative assistants.
8. Handle special projects and other duties assigned by Dean, such as management of student academic integrity violation records, supporting the Assistant SSEH Dean in facilitating student scholarships and a summer student research program, maintaining capital equipment inventory, provide support to the Coordinator of Pre Health Professions Advising and the OT/PT Bridge Coordinator.
9. Assist department administrative assistants in onboarding or learning new administrative or clerical protocols.
10. Assist Dean/Department Chairs/Program Directors in recruitment of prospective new faculty.
11. Oversee and coordinate activities for the work of assigned student assistant(s).
12. If necessary, assist the department administrative assistants with special projects.
13. Maintain consistent and reliable attendance. |
| Diversity | Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” The university has pursued this vision through a strategic planning process that encourages diversity through employee and student composition, campus climate, and an educational program that seeks to equip and enable educators and students to embrace diversity. Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession. Candidates will speak to how as a potential employee, they will contribute to the advancement of this vision through their teaching-learning, research, institutional service, and public engagement. |
