Dean of Social Sciences - Administrative Assistant

Position Details

Position Information


Position Title
Dean of Social Sciences - Administrative Assistant


Classification Title
Hourly Full Time (0.75-1.0 FTE)


Benefits Eligibility

Benefits Eligibility

Department
Dean of Social Sciences


Job Description


The Administrative Assistant to the Dean (AAD) of the Social Sciences Division (SSD) is responsible for managing the daily operations of the Dean's office and serving as an operational partner to the Dean, enabling leadership across the division and its 7 departments (Communication, Economics & Business, Education, Kinesiology, Political Science, Psychology, Sociology & Social Work), 3 interdisciplinary programs (American Ethnic Studies, Global Studies, Peace & Justice), and 1 educational outreach program (TRIO Upward Bound).

Roles of the AAD are to:

• Facilitate the execution of the responsibilities of the dean and the dean's office within the division and the College;
• Provide operational information and support to departmental chairs, program directors, and office managers;
• Partner with the dean on outward-facing initiatives, including philanthropy & engagement, public relations and marketing, admissions, special events, and various other activities; and,
• Represent the SSD at College-wide leadership functions, forums, and workshops

Because these roles involve engagement with many different constituents and access to a wide range of personnel and institutional information, utmost confidentiality and professional discernment are absolutely necessary requirements for the AAD.

Responsibilities of the AAD are to:

Provide Coordination and Strategic Scheduling

• Manage and strategically prioritize the Dean's calendar using Google Calendar, ensuring time is aligned with divisional and institutional priorities
• Twice-monthly chairs' and program directors' meetings
• Regular 1:1 meetings between the dean and individual department chairs and program directors
• Tenure and promotion, pre-promotion, and annual review meetings

Oversee Financial Stewardship and Administrative Operations

• Dean's operating budget
• Dean's discretionary funds, including start-up funds for new tenure-track faculty
• Adjunct faculty requests each semester
• Over & above payment requests
• Expenses incurred by dean and self via Certify.com
• Tenure, promotion and third-year review processes and schedules
• Application, selection process, and follow-up for internal awards and stipends
• Honors Convocation awards and certificates
• Social Science awards selection processes
• Divisional nominations for boards and committees
• Office and other space allocations, moves, and assignments for incoming faculty
• Oversee office supply and facility needs (paper, print cartridges, coffee, shred service, etc.)
• Oversee maintenance requests for SS buildings (repairs, paint, etc.)
• Send congratulations and sympathy cards to divisional faculty members
• Coordinate ordering and distribution of divisional gifts

Maintain and Update

• Department faculty lists with title, FTE, rank, years of service, sabbatical eligibility, start-up package information, etc.
• Faculty workload spreadsheets
• Records of student awards, faculty awards, and faculty/student collaborative research
• Division website through OU Campus with assistance from Public Affairs and Marketing
• VanderWerf and VanZoeren hallway directories
• Oversee SSD Social Media in coordination with SSD Social Media Intern

Lead Planning and Stakeholder Engagement

• Twice-monthly meetings with departmental office managers to communicate reminders, upcoming events and due dates, and to develop a team atmosphere
• Divisional and campus-wide lunches, celebrations, and leadership events
• Social Science Lectures and Visiting Scholars
• Divisional clean-up and recycling events
• Draft correspondence, briefings, and communications on behalf of the Dean for department chairs, office managers, the Provost's Office, and external stakeholders
• Manage confidential personnel matters and sensitive institutional information with a high degree of discretion and independent judgment

Actively Participate and Contribute

• Twice-monthly meetings with assistants and staff supporting the provost, associate provost, and deans of other divisions
• Utilize a variety of software systems and quickly assimilate new systems and information during changes or upgrades
• Engage in and assist with unique situations and challenges presented to the dean's office

Qualifications

• Bachelor's degree or minimum five years administrative staff experience, preferably in higher education or a complex institutional setting
• Excellent organizational skills with attention to detail
• Excellent written and oral communication skills
• Mastery of Microsoft Office or Google Suite required; social media experience and ability to learn additional systems as needed
• Demonstrated ability to draft executive communications, briefing documents, and presentations
• Demonstrated discretion in handling sensitive or confidential matters at the leadership level
• Proven ability to manage complex, multi-stakeholder projects with minimal supervision and strong independent judgment

Physical Demands


This position requires remaining in a sitting or standing position for frequent periods of time; uses office machinery such as a computers, printers, copy machines; Occasionally involves moving items over 10 pounds; frequently will move between different offices/workspaces/buildings; and requires effective communication abilities. In the case of temporary or permanent condition(s) that require(s) accommodation(s), reasonable accommodation(s) may be requested.

Pre-employment Screenings


All offers of employment are contingent upon a background check. Some positions may have position specific requirements, such as education/licensure/certification verification, a physical, drug screening, credit checks and/or transportation record review.

Posting Detail Information


Posting Number
2026-005SR


Job Posting Open Date
05/29/2026


Job Posting Close Date

Open Until Filled
Yes


Is this position available for sponsorship
No


Special Instructions to Applicants


Please submit a cover letter and resume, and provide contact information for references. References will only be contacted for finalists later in the interview process. Review of applications will begin June 15, 2026.