Assistant to the Dean of Undergraduate Studies

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Position Summary:

Florida Atlantic University is seeking an Assistant to the Dean of Undergraduate Studies - Boca Raton, FL.

Summary of Responsibilities:

• Oversees the day-to-day Office of the Dean duties. Performs executive and administrative duties as required by the operations within the Office of the Dean of Undergraduate Studies.

• Provides research and analysis, administrative and technical assistance on special projects as assigned by the Dean.

• Serves as point of contact for timely problem resolution for Undergraduate Studies office-related issues.

• Provides prompt and courteous responses to requests for information from university leaders and members of the general public.

• Serves as liaison and manages and facilitates effective and timely communication between the Dean and important constituents including University Leadership, faculty and staff administrators, students, and external partners.

• Assists the Dean with the administrative component of the academic appeals process.

• Attends meetings, creates agendas and records minutes as directed by the Dean.

• Monitors all written materials for review and approval by the Dean, reviews routine and non-routine responses before distributing and filing, and reviews and evaluates communications to the Dean to identify those items requiring priority attention.

• Collaborates with the Dean to maintain, manage, and prioritize the Dean’s Outlook calendar and weekly schedule, meetings, and conference calls. Assists in organizing and setting up webinars for the Dean and reporting units.

• Arranges external meetings, events, and conferences for the Dean, and prepares Spend Authorizations for travel and Expense Reports including pcard purchases. Orders supplies, surveys inventory, and controls cost in association with the Dean’s account. Maintains control of the Dean’s concession fund for all expenditures.

• Coordinates the planning and scheduling of key events within the purview of Undergraduate Studies, such as Freshman Convocation, including ordering food, reserving rooms, and payments to vendors.

• Coordinates and maintains records for the office, monthly phone usage charges, pCard charges and office keys.

• Understand the goals and priorities of the Dean in order to anticipate issues according to urgency.

• Performs Workday business processes to include but not limited to: HR Partner role and procurement services.

• Updates the emergency plans and coordinates submission by respective departments.

• Develops and maintains the Dean’s website as well as the websites for the Center for Teaching and Learning, the University Honors Program, Honors in the Major Programs, Math Placement, Freshman Convocation, and other key events.

• Works with military science staff and assists in managing their account, ordering supplies and event planning. Processes courtesy appointments for the staff which entails processing offer letters, background checks, and credentials.

• Supports Undergraduate Studies’ administrative personnel with Human Resources functions (serves as back-up HR Partner for other units) while maintaining the highest level of confidentiality. Assists with hiring and searches and postings in Workday.

• Coordinates meetings for the Director of Assessment and the Director of University Honors Program. Assists the University Honors Program and coordinates the welcome and graduation ceremonies. Makes sure that students who have completed the Honors in the Major program and are graduating have a cord and their honors designation is included on their transcript.

• Performs other job-related projects/duties as assigned.

The College of Undergraduate Studies 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:
Strong interpersonal, written, and verbal skills.
Proficiency in Microsoft Word and Excel.
Experience with Workday or similar ERP system.
Experience in Higher Education or Student Services.
Preferred Attributes or Abilities:
Must demonstrate commitment to customer service and willingness to take on tasks as assigned.
Must be able to work independently with minimal supervision, prioritize multiple assignments, and meet deadlines.
Demonstrates attention to detail, excellent problem-solving skills, and strong organizational skill.

Salary:

$60,000 - $67,000 per year.
Exempt Administrative, Managerial, Professional (AMP)

College or Department:

Undergraduate Studies

Location:

Boca Raton

Work Days and Hours:

Monday - Friday, 8 a.m. - 5 p.m.

Application Deadline:

2024-03-12

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 ACCOMODATIONS:
Individuals with disabilities requiring accommodation, please call 561-297-3057. 711
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.