Assistant to the Associate Dean

Posting Title Assistant to the Associate Dean Overview To provide wide-ranging administrative assistance to the Associate Dean of the School of Philosophy in his or her capacity as primary overseer of undergraduate programs of study in the School. The projected salary or hourly pay range for this position, which represents the full range of anticipated compensation, is: $27.47 ($50,000) to $30.22 ($55,000) Responsibilities Update & maintain student records: Post transfer credits for newly admitted, transfer, & current students in university’s online student record system (Cardinal Station=CS); update electronic student tracking-sheets & files throughout each semester; monitor student progress in fulfilling program requirements; compile Dean’s List, graduation lists & determine honors for commencement; identify students with academic difficulties; work closely with Enrollment Services to maintain & update Student Programs & Plans in CS; compile and submit scholarship lists for seminarians and religious in our programs; act as liaison between Admissions and incoming seminarians and transfer students, helping incoming students with completion of application materials. Coordinate scheduling of all School of Philosophy courses: In consultation with the Dean & Associate Dean, ensure that there are no conflicts in course schedule & that schedule complies with Enrollment Services guidelines; ensure that disability accommodation requests are met; obtain course descriptions & course syllabi from faculty; enter course times, room characteristic codes, instructors, course descriptions, & other schedule information in CS & post same on School’s website; field problems associated with changes in course schedules & room assignments; oversee general maintenance of philosophy course catalog, including adding new courses, maintaining and updating course requirements and course equivalencies, and working with Enrollment Services for routine audits of course catalog; aid in filing of instructor evaluations and compiling evaluation reports as needed. Provide administrative support to students, faculty & Associate Dean in matters pertaining to course registration: Assist newly admitted students, majors and non-majors with course registration & course permissions process in CS; inform undergraduate majors about course registration periods & related matters; assist faculty major advisors with student records in CS pertaining; maintain online advising folder system for undergraduate majors; ; monitor enrollment levels in undergraduate courses, & provide Associate Dean with reports on same; compile regular & historical reports on numbers of majors, minors, seminarians, course grades, etc.. Redirect or respond to routine questions & prepare or disseminate routine communications: Redirect or respond to general questions from current & prospective undergraduate students via phone, e-mail, & in person regarding all aspects of the undergraduate philosophy program, as appropriate; maintain undergraduate email groups; prepare or disseminate via email or otherwise announcements regarding examination dates & results, Dean’s list, upcoming School of Philosophy events, general information pertinent to philosophy majors, & so forth; maintain and update the School’s website, including but not limited to creating new pages on the website, working with the university’s website team to update different elements of the website, as needed. Assist in administration of senior comprehensive exams: Inform students & proctors of exam procedures; reserve rooms for the exams; gather & calculate final grades; save copies of past exams & make completed exams available to interested students for review, on request; post final grades in CS. Maintain files on ongoing & archived plagiarism cases. Draft correspondence & maintain documentary files for the Associate Dean pertaining to cases of academic dishonesty; liaison with the Office of Vice-Provost for Undergraduate Studies regarding all plagiarism cases; compile data & reports on plagiarism in the School. Maintain the Associate Dean’s calendar: Schedule appointments for the Associate Dean in Google Calendar with faculty, students, & others; schedule various committee meetings chaired by the Associate Dean using an online scheduling tool. Manage office supplies: Monitor supply room, & supply usage; order supplies as needed; track supply orders; monitor & assess photocopy & supply usage by all users, especially graduate teaching fellows. Act as liaison to various offices: Act as administrative liaison to the Office of Undergraduate Studies, the School of Arts & Sciences, the University Honors Program, & other such offices in order to maintain proper communication & integration with other undergraduate programs, as appropriate; act as administrative liaison to Facilities Operations for the reporting & tracking response to all problems with the School of Philosophy’s physical plant. Provide occasional clerical assistance to the faculty, part-time instructors, & FYE teaching fellows of the School of Philosophy: Assist with large photocopy jobs;; accept, file, & return written assignments from students; proctor occasional exams for students with learning disabilities, as appropriate; provide general assistance to aforesaid persons as appropriate & as time permits. Assist the Office of the Dean with special projects & events: As needed, assist the other members of the School’s staff in the planning, organization, mailings & set-up of, e.g., the faculty Christmas party, the School’s diploma ceremony at the annual University Commencement Exercises, receptions for the Fall and Spring Lecture Series, as well as the fall & spring gatherings for the School’s graduate and undergraduate students. Provide occasional administrative support & guidance for undergraduate events & organizations: Primarily the Philosophy Club & Phi Sigma Tau Philosophy Honor Society, by maintaining administrative files for club & society, sending out invitations to join PST to eligible students, etc. Manage the work environment on the second floor of Aquinas: Train & oversee work-study students; assign tasks as appropriate to graduate research assistants; organize & oversee the arrangement & assignment of carrels to FYE Teaching Fellows & part-time instructors. Provide general administrative support to the Associate Dean & the School of Philosophy as appropriate & as needed in the Front Desk Qualifications Educational and Practical Experience Requirements: Bachelor’s degree Two years of related office experience and/or volunteering/internship experience. Must have strong typing skills. Must have a thorough working knowledge of computer applications, including Microsoft Word & Excel, as well as Google Workspace. Must have working knowledge of PeopleSoft applications, or have the willingness & ability to learn within three (3) months of hire. Must have working knowledge of standard office equipment, including multi-line telephones, fax, & copy machines. Other Knowledge, Skills, and Abilities Needed: Must have excellent written & verbal communication skills. Must have strong organizational skills, including the ability to prioritize & handle multiple tasks concurrently. Must be able to interact tactfully & skillfully with faculty, students, other employees of the university at all levels, & with the general public. Must be able to exercise the knowledge & judgment to maintain confidentiality. Must be able to work independently, be flexible, & exercise good judgment. #J-18808-Ljbffr The Catholic University Of America