Assistant to the Dean

Utah State University
Commensurate on experience, plus excellent benefits
United States, Utah, Logan
Dec 21, 2024
Assistant to the Dean Requisition ID: 2024-8615 # of Openings: 1 Location: US-UT-Logan Category: Administrative/Clerical Position Type: Benefited Full-Time Job Classification: Non-Exempt College: Quinney College of Natural Resourcs Department: Dean of QCNR Advertised Salary: Commensurate on experience, plus excellent benefits Overview The S.J. & Jessie E. Quinney College of Natural Resources is seeking to hire an Administrative Assistant SR to serve as the dean's assistant. This position requires an experienced and highly professional individual to support the dean in a team-based Environment. The successful applicant will work primarily with the dean to manage the dean's calendar, create and process documents, organize meetings and events, supervise staff assistants and student interns, coordinate promotion and tenure documentation, and perform other duties as directed by the dean. The essential qualities for the position include self-motivation, dependability, organized, attention to detail, editing skills, the ability to communicate effectively with a wide variety of constituents, and a proficient knowledge of Microsoft Office products and other software used at USU. This position is completely in person and is not eligible for telework. Responsibilities Dean's Office Support (40%): Provides a professional, competent and friendly face to faculty, staff, donors, and others contacting the Dean's office. Manages the calendars for the Dean, Associate Deans, and others as designated. Answers phone calls and conducts email correspondence. Prepares meeting agendas and develops timely and accurate meeting minutes. Composes, prepares and proofreads letters, reports, and other correspondence. Maintains a strong and productive working relationship with staff, faculty, administration, and donors of the college. Works collaboratively with the financial officer and other Dean's office staff to coordinate schedules and provide backup for an effective and productive office environment. Coordinates logistics and information flow between the college and its departments. Coordinates with the Provost's and President's offices as needed. Initiates and coordinates travel for the Dean. Performs other duties as assigned and needed. Special Projects/Events Support (30%): Under the direction of the Dean and Associate Deans, the incumbent will manage logistical planning and execution of special projects and invents, including Spring Awards Event, Commencement, Scholarship Banquet, and other special events. Ensure that organizational standards for selecting, contracting and booking venues, vendors, and speakers are upheld at all times. Direct special projects, events or initiatives as identified by the Dean, Associate Deans, and Sr. Director of Development. Development Support (15%): Supports the college development officer including coordinating development materials and events. Supports college-wide development and the Dean's office scholarship areas, including but not limited to development proposals, scholarship forms, gifts of appreciation, stewardship, etc. Reviews and updates donor information in Millennium while also generating regular and custom reports as needed. College (15%): College administrator for promotion and tenure e-Dossier/Interfolio system. Tracks faculty annual role statements and faculty annual reviews. Reviews and maintains accurate records of tenured or tenure-track faculty, tenure and promotion committees, third-year reviews, and five-year reviews. Maintains accurate promotion and tenure dates and post-tenure reviews. Organizes and maintains accurate personnel and faculty files. College administrator for Watermark Faculty Success (formerly Digital Measures). Either performs these duties or oversees other staff assistants in the Dean's office with the following responsibilities: Schedules conference room and atrium use as needed. Sorts and distributes mail and coordinates the Dean's mail for review. Orders office supplies, parking passes and maintains office/computer equipment (printers, copiers, etc.). Maintains accurate listing of Dean's office staff and phone numbers on university website, college website and college directories in the buildings. Updates contact lists and emergency contact information. Updates organizational chart. Acts as the building liaison for college emergency preparedness training, supplies and acts as facilities building representative. Qualifications Minimum Qualifications: Eight years of experience; or vocational/technical training/associate degree in an office or business field plus six years of related experience; or a bachelor's degree in a related field plus four years of experience is required. Strong verbal and written communication skills. Preferred Qualifications: Creative energy, self-starting, with the ability to manage multiple assignments. Successful experience as an executive administrative assistant in higher education. Extensive experience in planning and executing major formal events within Utah State University. Experience with Digital Measures. Experience with e-Dossier/Interfolio. Knowledge of Utah State University policies relating to faculty and the tenure process. Knowledge, Skills, and Abilities: Critical thinking, adaptability, and excellent organizational skills. Experience with planning and executing successful special projects and events. Skilled with computer programs, including spreadsheets, relational databases, presentation software, and graphic packages. Skilled in creative problem solving, and decision-making Anticipate, plan ahead, and prepare for upcoming tasks and events. Skilled with basic office equipment, including printers, copiers, and telephone systems. Ability to handle sensitive and confidential business data and personal information. Ability to work without supervision. Knowledge of University policies and procedures. Excellent customer service skills. Required Documents Along with the online application, please attach: Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under "Resume/CV" Name and contact information for 3 professional references to be entered into Candidate Profile Cover letter to be typed/pasted at the end of your application Document size may not exceed 10 MB. Advertised Salary Commensurate on experience, plus excellent benefits ADA Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. University Highlights The S. J. & Jessie E. Quinney College of Natural Resources (QCNR) is nationally and internationally recognized for its research, extension, and teaching on natural and socio-environmental systems. It is a high-impact college at Utah State University with over $15M in research funding, 55 tenure-track faculty in three departments (Environment and Society, Watershed Sciences, and Wildland Resources), and close partnerships with federal and state natural resource agencies. Work in QCNR traverses biological, physical, and social systems to advance scientific knowledge, train future leaders, and translate research into on-the-ground management and policy. Founded in 1888, Utah State University is Utah's premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah's counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price. Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university's ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu . About the Region U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU's main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute's 2022 ranking for best-performing small cities in the nation. updated 04/2024 https://careers-usu.icims.com/jobs/8615/assistant-to-the-dean/job?in_iframe=1* Notice of Non-discrimination In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law. The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USUs non-discrimination policies: Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266 Title IX Coordinator Matthew Pinner, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266 Mailing address: 5100 Old Main Hill, Logan, Ut 84322 For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact: U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov Copyright 2024 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-9c486afdb2aa7947977dac0b51f7a769