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Job ID: 107267

Assistant to the Dean
University of San Francisco

Date Posted May 31, 2018
Title Assistant to the Dean
University University of San Francisco
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • San Francisco, CA
    United States
  • Classified Staff
  • Administrative Support/Services

Assistant to the Dean

University of San Francisco

Job Summary:

The Assistant to the Dean of the School of Education is the primary point of contact for the Office of the Dean, and is responsible for both the efficient operation of the Dean's office as well as the administrative support for the Dean and, as needed, the Associate Deans. The Assistant works closely with representatives of other executive offices and with staff within the SOE to ensure effective communication and workflow, included related to confidential personnel issues. The Assistant manages and advises on special projects and events, communications, scheduling, and financial transactions, and coordinates and contributes to research projects, committees, and policies and procedures.

Job Responsibilities:

Manages the Deans office. Develops office practices and procedures to ensure office efficiency and accuracy and compliance with University policies and regulations.
Manages projects and events, conducts research and gathers information (compile, analyze, and interpret data) related to the Deans initiatives; independently reviews information for completeness and gathers any missing information to complete the necessary tasks; provides status reports and make recommendations regarding priorities, progress, and problem resolution.
Develops and updates handbooks of SOE policies and procedures, and keeps abreast of relevant university policies and procedures to ensure compliance and alignment.
Manages and monitors the budget, financial transactions, purchasing, invoices, and reimbursements for the Deans office; processes the purchase-card transactions for the Deans office.
Serves as primary point of contact for individuals and organizations internally and externally for communicating and/or scheduling meetings and events with the Dean.
Investigates, evaluates and resolves operational problems or situations impacting the Deans office.
Provides administrative support for the Dean and Associate Deans as needed.
Prepares answers for routine correspondence for distribution over own signature and prepares correspondence for others signature.
Serves as liaison to faculty, staff, students, alumni, outside agencies and the public concerning information and/or inquiries. Ensures staff members are appropriately informed of inquiries. Responds to management and public requests for information.
Handles routine inquiries independently; routes problems and correspondences to other administrators, staff, or faculty as appropriate; and prioritizes workload to meet office operations; responds to urgent requests as needed; monitors follow-up on correspondences that require responses.
Liaison with all levels of administration and faculty to coordinate and resolve problems and issues relative to academic and administrative matters of an internal and external nature.
Maintains the appointment calendar for the Dean, and coordinate calendars for all Associate Deans.
Supports the SOE Administrative Team; keeps abreast of status of activities relating to programs, initiatives, and personnel; advises on strategic planning and daily operational issues.
Assists with coordination of and communications for all SOE standing committees, including the Administrative Team; schedules meetings, prepares and distributes agenda materials and meeting minutes.
Liaison to student organizations, including the SOE Graduate Student Association and the Graduate Student Senate, for communications with the deans office and with the SOE student population.
Liaison to the SOE boards, including advisory and alumni boards, for communications with the deans office and with the SOE community.
Maintains rosters of all SOE faculty and staff appointments on SOE and USF committees; keeps abreast of committee contacts and distribution lists.
Manages processes for faculty and staff appointments, including submitting requests for search and hire, coordinating interviews, and communicating with applicants and references.
Compiles and reviews for completeness the Tenure and Promotion applications, including tracking the submission of external review; arranges for secure storage and review by the Dean; prepares materials for electronic and paper distribution to relevant University committees and personnel.
Solicits and compiles the completed Academic Career Prospectus for faculty; schedules one-on-one meetings; maintains updated files as revisions are submitted. Also compiles and tracks faculty applications for leaves of absence, including sabbatical leaves.
Coordinates the annual performance reviews of the Associate Deans.
Plans and coordinates meetings and special events for the SOE, including monthly All-School Meetings, new-hire orientations, welcome events, and celebrations; arranges for room reservations, catering, equipment, invitations, preparation of materials, and staffing.
Manages and updates content for the School of Education webpages that are relevant to the deans office.
Prepares travel arrangements for the Dean; arranges for flights, hotel, and ground transportation; processes the expense reports.
Maintains general office files, confidential personnel files, and both online and archived files; maintains records in accordance with records retention schedule; maintains confidentiality of sensitive information and documents.
Greets visitors and guests; provide visitors with transportation information prior to visit; provides Dean with background information and purpose of visit prior to visit.
Other duties as assigned.

Minimum Requirements:

Bachelors degree or equivalent work experience.
At least three years of experience relevant to an executive assistant, preferably in higher education setting.
Excellent written and verbal communication skills.
Ability to establish effective working relationships with students, faculty, staff, administrators, and external constituents.
Excellent organizational skills and ability to handle multiple tasks/projects and to meet deadlines.
Ability to take initiative and work independently. Ability to exercise excellent and ethical judgment.
Proficiency using computers systems and word processing and spreadsheet applications.
Ability to maintain confidentiality and the willingness to work in a team environment.
Knowledge of educational issues and a commitment to diversity, equity, and social justice.
Able to travel around the Bay Area as necessary and/or work occasionally in the evenings and weekends for special events.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individuals race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.


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