Executive Assistant to the Dean of the School job vacancy in Saint Martin’s University (Lacey, WA 98503)

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Company name : Saint Martin’s University
Location : Lacey, WA 98503
Position : Executive Assistant to the Dean of the School

Description :
Serves as first point of contact and line of communication of the School of Business and the MBA Program and is responsible for the daily administrative operation of the unit. Provides assistance to the Dean, MBA program director, program chairs, and faculty in the administration and coordination of the programs of the School of Business (undergraduate and graduate).
Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020, Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse setting perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community which reflects a similar, if not the same percentage.
Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty, and staff.
Established in 1895, Saint Martin’s University serves as the educational mission of Saint Martin’s Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual’s faith, religion, or spirituality.
ESSENTIAL FUNCTIONS & RESPONSIBILITIESEssential Functions & Responsibilities – _Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following._
Dean Support
Manages’ the Dean’s calendar to initiate appointments with all constituents.
Acts in place of the Dean regarding student requests, purchasing, and off campus inquiries in his absence.
Administratively supports and maintains records for faculty searches; Coordinates and schedules meetings, Skype interviews; tracks travel arrangements and arranges shuttle and hotel accommodations (if needed); tracks, communicates and schedules all details for campus visit meetings, lunches and other activities.
Office Support
Maintains correspondence files.
Assists Accreditation Council for Business Schools and Programs (ACBSP) accreditation efforts. Reviews accreditation standards and determines the most effective way to compile and organize the necessary documents.
Collaborates with the marketing & communications department on School related marketing initiatives, advertising material and School’s website; also may attend information fairs and career fairs where the position represents and markets the School.
Creates internal marketing materials for current students (course offerings, new programs, events) and potential students (School of Business stickers, trifold used for open houses)
Coordinates event logistics for School meetings and other social and recruitment functions, such as guest lectures, town hall meetings and the School of Business Graduation Picnic. Also coordinated logistics for internal/external SOB events like Career Conversations and Wisdom & Chocolate Speaker Series.
Schedules School meetings and takes minutes of the meetings
Designs and implements social media and networking for the School of Business. Created and maintains School of Business social media (Facebook, Instagram, LinkedIn)
Prepares requisitions for departmental purchases, records, files, and keeps running total of budget expenses incurred by School. Monitors and maintains the School’s budget and restricted accounts and provides budget reports to the Dean.
Tracks expenses for faculty using Faculty Development funds.
Collects receipts and allocates expenses charged to university credit cards for self and the Dean; issues reports and maintains records of these expenses
Tracks and orders office supplies
Collects information and facilitates faculty nominations for School of Business awards and prepares awards needed.
Creates flyers, email blasts and other promotional materials for School of Business lectures and events
Assists in collecting, proof-reading, organizing, designing and publishing submissions to the School of Business newsletter. Started School of Business newsletter and completes one main newsletter every semester
Manages the relationships and activities for the School of Business Advisory Board such as scheduling meetings, luncheons, preparing agendas, taking minutes, and sharing electronic updates
Collaborates with Marketing & Communications department in updating information on the website (all School of Business pages including Faculty & Staff directory, updated program pages, announcements)
Tracks and assigns advisees to all SOB advisors (ensures equal distribution among advisors)
Maintains files and updates advising materials (including priority registration dates, degree checklists, Core requirements)
Updating student file folders for advising.
Faculty Support
Prepares and maintains records of contingent faculty letters of intent.
Collects hiring paperwork and tracks hiring process for new contingent faculty.
Coordinates directly with the office of the Vice President for Academic Affairs to assure the issuing of contracts to adjunct faculty and full-time faculty as applicable.
Works with department chairs, directors, and Registrar’s Office to create course schedule.
Works with publisher representatives to request courtesy desk copies in a timely manner. Assists bookstore in providing helpful technical information on textbook ordering to new faculty and reminding faculty to place their textbook orders.
Creates and disperses end of course evaluations; tracks and collects completed course evaluations in person and from Moodle; scans and distributes completed evaluations, enters evaluation data in database for reports to the Dean and Chairs.
Assists Chairs and Deans in making course and program change submissions to the Education Policies and Curriculum Committee (EPCC) and in reporting these changes to the Registrar for the academic catalog. Gives updated academic catalog sections to Registrar’s office.
Tracks and collects syllabi from faculty each semester and posts to the School’s archive and the public drive.
Maintains a record of faculty tenure and promotion dates, event participation, course assignments, contact information and office hours; creates office hour and course schedules for faculty office doors.
Assists Chairs with 4+1 admission process.
Assists Faculty with concerns (office maintenance/repair, simple IT issues, simple Moodle issues, room scheduling, class cancellations)
Assists Faculty Senate meetings through scheduling and taking minutes
Student Work
Trains and supervises work-study students. Supervises work study students and independently directs and assigns work.
Works closely with School of Business Internship Directors and maintains copies of internship contracts.
Serves as a resource for students as they declare a business major or as they transfer into the School of Business. Helps students with paperwork regarding course work, course scheduling, and waivers in conjunction with their faculty advisor.
Coordinate with the Office of Admissions to make appointments for prospective students with applicable faculty members.
Supports Delta Mu Delta faculty advisor in gathering and submitting membership and other administrative paperwork for the honor society to the Office of Finance and Delta Mu Delta national headquarters. Collects and deposits new member dues; orders honor society supplies; tallies and submits new member information to the headquarters office; administratively assists with induction ceremonies when they are held.
Prepares and distributes Dean’s List letters every semester.
COMPETENCIES
Ability to handle confidential materials, and strong interpersonal skills.
Strong work ethic.
Communicates orally with customers, clients, or public in a face-face, one-to-one and group settings.
Communicates orally with customers, clients, or public using a telephone.
Observes, compares, or monitors data related to programs, program review, and assessment.
Comprehends and makes inferences from written material.
Produces written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
Must be capable of working in a stressful work environment.
Establish and maintain effective working relationships with others, including those from diverse academic, socio-economic, cultural, and ethnic and disability backgrounds.
Must be supportive of a Catholic, Benedictine philosophy of education.
REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT
Bachelor’s degree.
Excellent grammar, spelling, composition and proof reading.
Preference given to candidates who are familiar with the higher education environment.
Have computer fluency in Microsoft Office suite applications with special emphasis on Microsoft Word, Excel, Front Page, and Outlook.
Successfully pass a criminal background check.
PHYSICAL DEMANDS AND WORKING ENVIRONMENTWork is performed in a standard office environment. Physical demands include:
Moves objects (less than 20 pounds) long distances (more than 20 feet).
Ability to be mobile campus wide for appropriate business needs.
Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
Reading, writing, speaking, hearing, standing, bending, sitting.
Learning and comprehending.
Requires visual concentration on detail.
Manual dexterity and precision required for keyboarding
Must be able to sit for long periods at a time at a computer
May occasionally be required to deal with distraught people.
Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
Must be able to communicate effectively with people at all levels under stressful conditions.
Vaccination cards required for fully vaccinated. Unvaccinated must apply for exemption and submit weekly COVID test results.
Job Type: Full-time

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