Coordinator of Administrative Services and Assistant to the Dean

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Note: Current FAU employees must apply as an internal applicant by logging into their existing Workday employee account.

Position Summary:

Florida Atlantic University is seeking a Coordinator of Administrative Services and Assistant to the Dean - Boca Raton, FL.

This position reports to the College Dean and is responsible for directing the administrative activities of the dean’s office. 

Summary of Responsibilities:

• Establish priorities and identify action items and ensure established deadlines are met.

• Provide oversight of staff training and establish backup processes.

• Coordinate and manage the Dean’s calendar.

• Coordinate all the logistics related to Dean’s meetings and events including events, lunch, dinner, presentations, fundraising, community partners visits, etc.

• Support all Dean’s office initiatives in close collaboration with college executive team.

• On behalf of the Dean, approve actions in Workday including faculty and staff hires, Period Activity Pay, Spend Authorizations, Expense Reports, and other documents/requests as appropriate.

• Work closely with leadership to update and maintain the CSWCJ Administrative Policies to ensure consistency and compliance with Provost and University guidelines, regulations and policies and pertinent national accrediting entities. 

• As requested by the Dean, serve on appropriate University and CSWCJ committees

• Streamline processes to improve efficiency and optimize administrative resources, including identifying and implementing delegation and collaboration opportunities among school support staff where needed.

• Serve as point person for CSWCJ faculty credentialing.  Coordinate with the schools and Office of the Provost to ensure all instructional faculty are appropriately credentialed in a timely manner.

• Document and enhance workflows chart for the Office of the Dean

• Assist in the preparation of annual evaluations, promotion and tenure forms and processes, post-tenured review processes through Interfolio and/or other platforms used by the university for direct reports to the Dean.

• Provide support for college human resources recruitment, employment, classification and staff compensation activities to ensure consistent interpretation and applications of central Human Resources programs and initiatives. 

• Review, approve and edit all offer and assignment letters for compensated positions and all employment packages prior to submission to the Provost's Office and Human Resources.

• Counsel faculty administrators and staff supervisors on human resources matters. Manage the onboarding and appointment process for all compensated faculty and staff.  On behalf of the Dean, review and approve new positions, reclassification requests, updated position descriptions and recruitment of vacancies for faculty and staff positions.

• Prepare position and salary justification requests on behalf of the Dean. 

• Direct the development of and updates to CSWCJ faculty and staff orientations to supplement the Provost's Office and central Human Resources orientations. 

• Work closely with the Assistant Dean, Finance and Administration in the management of Faculty Affairs administrative matters including, but not limited to, compensated appointment renewals, and faculty-related reports and information requests.

• Provide oversight and content and input to the Faculty/Staff Resources/Policy/Forms and other sections pertaining to the operation and organization of the CSWCJ website. 

• Perform other job-related duties and special projects as assigned.

The College of Social Work & Criminal Justice at Florida Atlantic University seeks scholars who are committed to supporting the learning needs of students from diverse backgrounds and to thoughtfully engaging all communities in higher education. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the various internal and external communities that it serves. 

 

FAU Benefits and Perks: 

If Benefits & Perks are important to you, then FAU is the place to be! Working at FAU has its perks! In addition to helping drive change and having a positive impact by supporting our students, staff, and faculty, FAU offers: 

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more. 

• State retirement options including tax-deferred annuities and Roth 403(b) plans. 

• State employees Public Service Loan Forgiveness (PSLF) program - https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service  

• Flexible work arrangement plans - https://www.fau.edu/hr/employee_relations/flexwork.php  

• Sick Leave Pool Program 

• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion). 

• Paid Community Engagement Volunteer Service Day - https://www.fau.edu/hr/documents/community-engagement-volunteer-leave4-2015.pdf  

• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply). 

For details on FAU's amazing offers visit us at https://www.fau.edu/hr/benefits/index.php  

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The goal is to provide local employers and new employees in the area a comprehensive guide with places to live. View it here: www.bdb.org/apartments  

Minimum Qualifications:

Master's degree from an accredited institution in an appropriate area of specialization; or a bachelor's degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.
Preferred Qualifications/Skills:
Proficiency in English and in MS Office Suite.
Excellent customer service skills.
High degree of accuracy and attention to detail.
Solid organizational skills, including multitasking and time management.
Strong client-facing and teamwork skills.
Critical thinking and problem-solving skills.
Exercise independent judgement in following established procedures where alternatives are limited.
Excellent interpersonal skills, both orally and written.

Salary:

$55,000 - $65,000 per year.
Exempt Administrative, Managerial, Professional (AMP)

College or Department:

College of Social Work & Criminal Justice

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.
Eligible for flex scheduling at the discretion of the supervisor.

Application Deadline:

2024-05-21

Special Instructions to Applicant:

APPLICATION DOCUMENTS REQUIRED:
Resume
Cover letter
OFFICIAL SEALED TRANSCRIPTS REQUIRED:
Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment.
PRE-EMPLOYMENT SCREENINGS REQUIRED:
Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check.
REQUEST FOR ACCOMMODATIONS:
Individuals with disabilities requiring accommodations may contact Human Resources at 561-297-3057. For inquiries concerning employees, job applicants or other available accommodations, please email [email protected] or call the Office of Civil Rights and Title IX at (561) 297-3004.
As a Hispanic-serving institution, Florida Atlantic University (FAU) is one of the most racially and ethnically diverse institutions in the Florida state university system. We are committed to recruiting and retaining talented faculty and staff. We embrace our shared responsibility to create and celebrate a welcoming and inclusive campus environment for all. Our community features excellent schools, a vibrant and safe community, and a sub-tropical climate conductive to year-round outdoor activities.