Assistant to the Dean

The Assistant to the Dean is responsible for providing operations management and complex clerical support to the Dean, including serving as the primary liaison for offices such as Recruitment & Admissions, the Registrar, and the Dean of Students, responding to requests for information, handling correspondence, managing the Dean’s calendar, collecting and analyzing data within the College, reviewing and processing forms and documents, and maintaining and updating college-wide files. More specifically, the Assistant to the Dean is responsible for general clerical support and handling of complex and confidential materials; coordinating tracking and dissemination of advising documents and information; reviewing, making decisions on and processing admissions appeals and readmission applications; disseminating pertinent information to the Departments and programs; supporting staff in College Departments with complying with College and University policies; and coordinating College-wide projects such as course evaluations and probation/suspension reports/notifications. 

This position is in person

Essential Functions

Manage daily administration and operations of Dean’s office

• Handles internal and external oral and written communication from the Dean’s office

• Serves as the primary contact for offices such as Recruitment & Admissions, the Dean of Students, the Registrar, etc.

• Makes referrals to appropriate offices and staff

• Conducts research on unusual problems, determines course of action, and responds independently

• Responds to requests from faculty, staff,  parents, and students

• Provides students with information on academic policies and procedures including, but not limited to, issues such as registration, academic good standing, course loads, transfer of credits, readmission standards, grade appeals, and academic dishonesty.

• Manages the facilities, maintains the conference room schedule, maintains adequate inventory of supplies

• Initiates or recommends process improvements

• Maintains and disseminates the College calendar

Provide administrative and clerical support to the Dean.

• Communicates information clearly and efficiently; maintains utmost confidentiality for all information.

• Keeps Dean informed of decisions and actions, as needed

• Maintains the Dean’s calendar; schedules meetings as appropriate and requested; collects appropriate information for  meetings

• Secures and prepares materials/information as needed for projects, reports, meetings and presentations

• Prepares routine and special request statistical reports

• Provides Dean with timely and accurate follow-up on all pending issues

• Assists in planning special events and meetings, including arranging all set-up and materials needed.

• Manages budget for office supplies

• Submits orders as per policyMaintains invoices and receipts as per policy

Completes and/or processes relevant forms and documents  (change of major requests, course withdrawals, graduation recommendations, complete withdrawals etc.) as per appropriate policies  including

• Maintains records of contact with students, faculty, staff, and others regarding change of major, withdrawals, grade appeals, academic dishonesty cases.

• Receives, reviews, and responds to student requests for readmission and admission appeals

• Coordinates receipt, dissemination, and disposition of readmission requests, admissions appeals, files on new students, etc.

• Reviews student files and makes decisions on student appeals and readmissions

• Coordinates processing of course evaluation system; reviews course lists for accuracy.

• Coordinates processing of midterm deficiency notices, including soliciting reports from course instructors; sending notices to students and advisors.

• Maintains roster of graduation recommendations

• Generates probation and suspension reports; notifications to students and reports to advisors.

  • Creates reports in timely manner

  • Reviews reports for missing information

  • Provides Dean with complete information on reports

  • Sends notifications  to students, advisors, and Department Chairs

  • Sends suspension notifications to appropriate offices.

• Maintains complex and confidential files.

• Processes documents and forms as per established timelines

• Files and maintains documents, e-mail messages, and forms in timely and organized manner

• Maintains proper and timely workflow of documents and forms

• Uploads information to SharePoint site as appropriate

Serves as liaison for College-Dean’s Office with other University units, including IT, Human Resources, Marketing, etc.

• Disseminates pertinent information to College departments

• Informs Dean of any pertinent changes, issues, etc.

• Suggests new procedures to improve operations

Qualifications/Requirements

• Associate’s degree, or vocational or technical school degree – Field of study: Human resources, Business, Management, Marketing, IT, Liberal Arts and related areas.

• A Bachelor's degree is preferred.

• 5-8 years of relevant experience

• Advanced skills using MS Office Suite

• Must be experienced creating spreadsheets/reports.

• Must be able to communicate information, logically, and precisely using appropriate language.

• Must maintain a professional tone and attitude commensurate with a higher education environment; Demonstrate a superior grasp of the confidentiality required for processing the type of information managed by the Dean’s office.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.