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Administrative Assistant to the Dean of Engineering

Company: Inside Higher Ed
Location: Valparaiso
Posted on: February 24, 2021

Job Description:

Administrative Assistant to the Dean of Engineering Tracking Code719-674 Job DescriptionThe Administrative Assistant to the Dean of Engineering will provide daily support to the Dean with regard to all CoE operations. Assignments include but are not limited too: Provide administrative support to the dean

  • Create internal/external communication
  • Schedule meetings and maintain the dean's schedule
  • Arrange the dean's travel
  • Assist with employee recruitment
  • Acknowledge student inquiries and CoE visitations
  • Assist with Accreditation
  • Open and process mail
  • Prepare and process academic suspension/probation letters for engineers and pre-engineers
  • Report academic actions taken to the Registrar and CoE Faculty
  • Prepare and process Dean's list letters and update the hallway plaque
  • Administer selection process for student scholarships /awards for TED Banquet
  • Administer selection process for faculty summer research and awards
  • Enter data for faculty workload reports
  • Assist with faculty promotion/tenure committee meetings and letters
  • Submit FM work orders
  • Communicate with building services as needed
  • Prepare thank you notes to major donors
  • Review and maintain CoE policies
  • Draft CoE monthly newsletter to faculty, staff and students
  • Write queries and run reports in Informer
  • Work with OneCard Office to request ID access for building and labsOversee all aspects of the budget
    • Account for all financial transactions, transfers, and budget adjustments for the dean's accounts
    • Maintain a separate live database for up-to-the-minute balances
    • Run reports, validate information, correct inaccuracies
    • Maintain dean's credit card account
    • Process dean's expense reports
    • Verify interdepartmental charges and/or transfers
    • Deposit any income into the appropriate account
    • Enter any budget changes online (spring)
    • Review CoE Engineering Lab Fees for accurate charges or missed charges. Reconcile with the Finance Office after spring registration confirmation to ensure that the CoE received all fees due
    • Document and follow up on all matching fund grants for faculty and students to make sure funds are spent according to the agreement and proposed budget
    • Track loans made to other departments or student organizations
    • Process and track funding requestsPlan, coordinate and implement CoE programs, events, and special meetings
      • Assist in preparation for National Council meetings 2x/year
      • Take minutes at National Council meeting
      • Take minutes at Dean/Chairs meetings
      • Take minutes at Faculty/Staff meetings
      • Work with the Career Center on the Engineering Career Fair
      • Plan and execute Homecoming events
      • Plan and execute CoE Christmas dinner
      • Plan and execute CoE Senior Banquet
      • Coordinate New Faculty Orientation
      • Coordinate the MUPEC Dean's meeting when held at Valpo
      • Monitor stock and make sure TBP cords are distributed each yearCoordinate all dean's office purchasing and printing
        • Maintain office supplies
        • Renew CoE memberships (ASEE, ABET, WEPAN, etc.)
        • Purchase furniture, if applicable
        • Purchase letterhead, envelopes, invitations, business cards, programs, plaques, name badges, etc.Maintain CoE records
          • Dean's office files
          • Student files
          • Budget account history files
          • Submit data for ASEE, MUPEC, and EWC surveys
          • Submit Catalog and Student Guide copy revisions
          • Convert paper files to electronic files
          • Keep student Google-group up-to-date for email messages Other
            • Miscellaneous errands as necessary
            • Receive/direct phone calls
            • Coordinate special projects/renovations with FM
            • Design, program and troubleshoot digital signage in GEM & FEC
            • Update GEM/FEC directional signage
            • Coordinate GEM Emergency Team
            • Act as building contact from other divisions, including emergency management
            • Maintain AED Unit in GEM -submit monthly inspection report
            • Enter calendar events in EMS for certain rooms under CoE control
            • Make sure classrooms have the appropriate number of seats
            • Compile and submit scheduling to Registrar (2x/year) Successful applicants will demonstrate a commitment to cultural diversity and the ability to work with individuals or groups from diverse backgrounds. Employment at Valparaiso University will require a criminal background check. To be considered for this position you must upload:
              • Cover letter
              • Resume
              • List of 3 professional references
              • Answer all the application questions Please address cover letter to:Doug Tougaw, DeanValparaiso UniversityCollege of EngineeringValparaiso, IN 46383Required Experience
                • High school graduate minimum, college degree preferred
                • Three-five years of professional office experience a must
                • Experience with integrated computer systems, accounting skills, creative desktop publishing skills
                • Must be detail orientated, organized, and innovative
                • Possess outstanding interpersonal communication and human relations skills
                • Possess good written and oral communication skills
                • Knowledge of Datatel and Informer a plus
                • Must set high standards in everything they do Job Location Valparaiso, Indiana, United StatesPosition TypeFull-Time/Regular

Keywords: Inside Higher Ed, Gary , Administrative Assistant to the Dean of Engineering, Other , Valparaiso, Indiana

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