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