Assistant to the Dean

Title:

1123-NN - Assistant To

Business Title:

Assistant to the Dean

Location:

Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

Summary of Duties:

The full-time Assistant to the Dean position provides comprehensive and confidential administrative support to the Dean of the College of Pharmacy and Pharmaceutical Sciences (CPPS); represents the Dean’s office on a variety of issues that have college-and university-wide impact; acts on behalf of the Dean, as the primary point of contact for both internal and external constituents using independent judgment based on knowledge of the college and policies and procedures of the university; oversees the support of the associate deans and manages the procedures within the Dean’s Suite; manages significant strategic projects assigned by and at the direction of the dean; and monitors and reports on the administrative functions among the departments and units of the college.  

Duties Performed:

45% Administrative Support | Dean

• Maintain and manage Dean’s schedule and calendar which involves working with a wide variety of individuals internal and external to the University, using independent judgment in determining priorities, and ensuring efficient use of the Dean’s time. Schedule and send meeting notifications or reply to meeting requests – collect and provide background information, when necessary.
• Gather, assemble and organize pertinent material for upcoming meetings and conferences. Make sure the Dean has a schedule of itineraries and agendas. Communicate with Dean during his absence, informing of significant activities taking place as well as actions taken or pending requests for further action.
• Diplomatically and tactfully screen calls and visitors for the Dean in a manner that projects a courteous, helpful, and professional image. Determine and take needed action on routing messages and making referrals when appropriate. Take the initiative to find out the topic of the appointment and ask specific questions to ensure that appropriate procedures and channels are followed.
• Review, and redistribute as appropriate, the Dean’s mail, routing for attention on matters requiring urgent action, respond with discretion and route correspondence accordingly, taking any actions necessary. Monitor and review the Dean’s email, prioritize messages, respond as appropriate, follow up as needed.
• Communicate Dean’s requests to the college and university community with accuracy, diplomacy and sensitivity in a manner to support the exchange of information toward strategic goals and efficient and accurate administrative processes and transparency of intent.
• Work closely with a variety of outside agencies relative to requests for information, appointments with the Dean and/or visitations to campus.
• Prepare, analyze and edit, and/or finalize materials and correspondence that are highly sensitive, confidential, and complex in nature, including memoranda, letters, and reports.
• Research complex issues, recommend solutions, coordinate and assist with college policy matters. Interpret and implement guidelines, procedures, policies and practices.
• Collaborate with the advancement team to coordinate schedules for meetings, trips, and activities involving the Dean and other WSU leaders, alumni, donors, and friends of CPPS.
• Complete travel arrangements (both domestic and international) and develop itineraries for the Dean in cooperation with other travelers.  Ensure processing of spend authorizations and expense reimbursements.
• Exercise independence, discretion, good judgement, and a clear understanding of the priorities of the CPPS and the Dean. 
• Act as the liaison between the college leadership and other colleges, the campus, and other WSU entities.  
• Ensure appropriate follow up on all issues identified by the Dean or pertinent to the Dean.
• Serve as a member of the Dean’s Executive Council.

20% Administrative Support | College

• Advise department chairs on faculty development processes such as tenure progress review, tenure and promotion review, professional leave, etc. 
• Coordinate the tenure and promotion review process by determining and confirming eligibility of faculty, communicating responsibilities, timelines, and deadlines to faculty candidates and department assistants, and processing, organizing, and assembling review materials for the college’s promotion and tenure committee and the Dean. 
• Manage all logistical matters related to submission, accuracy and completeness of faculty development activities including: pre-tenure review, third year review, tenure and promotion, and professional leave.  Communicate with department chairs to ensure all files and documents are complete, consistent, and accurate prior to submission.  
• Oversee the completion of faculty and administrative professional (AP) annual review processes, including coordination and communication with department chairs, directors, faculty and AP staff; communicating information on requirements, preparation of review forms, and related correspondence as necessary to complete the review process.
• Prepare the Dean’s evaluation forms for the leadership team during the annual review process. Assemble materials necessary for the Dean to prepare his comments on annual review forms.
• Coordinate and manage candidate interview schedules for director, chair and associate dean positions within the College when necessary.
• Compile, summarize, and maintain records on review and selection of department chairs and associate deans.  Prepare ballots and evaluation forms and conduct necessary college votes/elections including faculty senate, department chair appointments, and college governance changes as needed. Ensure confidential voting, collect and tabulate votes, tabulate and report results.
• Work with relevant departments to collect and process professional (sabbatical) leave applications within the college, interpreting policy and guidelines and format to be followed by faculty. Ensure timely review by the Dean and forward to the Provost’s office.
• Communicate regularly with the college departments and units on matters of general interest and concern. Act as resource for, and work closely with, the departments and units on confidential matters. Provide further resource options available within the university.
• Take initiative to formulate college procedures or procedure changes to improve operational efficiency.
• Assist with collecting and organizing information for various reports including accreditation reports, AACP report, and university reports. 
• Serve on and/or support college and university committees of benefit to the CPPS. 

20% Special Events and Project Management

• In collaboration with the Advancement team, plan college-wide annual events such as receptions and ceremonies including recommending and selecting locations; reviewing and approving guest lists; contacting caterers and selecting menus; contacting speakers, negotiating for honoraria, and approving travel and housing; and arranging staffing, set up, and clean up.
• Supervise coordination of special projects/events such as college’s re-accreditation visit, Dean’s Advisory Council activities, and college milestone events. Responsibilities may include arranging schedules, hotel rooms, travel arrangements, preparation of programs or agendas, identifying invitation lists, planning and scheduling of receptions, luncheons, and/or dinners (establishing menus, ordering flowers, decorations, audio/visual requirements, etc.), securing entertainment and/or speakers, preparation and approval of paperwork for necessary expenditures within specific budgets. 
• Manage and oversee key projects assigned by the Dean.  Develop detailed project management plan(s) and other project documents to monitor and track progress of projects.  
• Coordinate project teams ensuring team members and team leaders have required information and resources to complete responsibilities.  Assist team leaders to identify strategic direction and scope of projects and assign, prioritize and supervise project tasks.  
• Provide solutions to project–related issues and identify and manage project risks.  

10% Dean’s Suite Office Management

• Oversee the development and implementation of general procedures for the Dean’s suite. 
• Train and advise dean’s office administrative personnel on WSU and CPPS policies and procedures, in collaboration with other units as appropriate. 
• Design, establish, and maintain staffing structure to effectively support the Dean and Associate Deans directly supervising some administrative staff. 
• Recruit and train direct reports. Motivate staff to achieve peak performance including providing direction and opportunities for staff development. Conduct annual performance evaluations on direct reports.
• Review and approve attendance records and leave requests, coordinate leave to maximize office coverage, and evaluate assignment of responsibilities adjusting as necessary.
• Maintain basic knowledge of administrative staff positions in the dean’s office and the departments, with the ability to back up these positions as required.

5% Miscellaneous

• Other appropriate duties as assigned.

Required Qualifications:

Positions require a Bachelor’s degree in business administration or other relevant field AND five (5) years of managing administrative support experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

• Minimum of one (1) year of experience managing a complex calendar and providing executive-level support or project management and high quality service for a diverse group of constituents.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Excellent verbal and written communication skills, including editing and proofreading.
• Demonstrated experience preparing presentations, drafting and editing formal correspondence.

Preferred Qualifications:

• Experience in higher education. 
• Experience dealing with and understanding the nuances of academic programs.
• Demonstrated ability to organize, prioritize and coordinate work assignments. 
• Proven ability to interact professionally with a variety of clientele. 
• Demonstrated ability to manage multiple priorities with varying deadlines. 
• Previous experience supporting a leadership position.

Additional Information:

Area/College: College of Pharmacy and Pharmaceutical Sciences
Department Name: Office of the Dean
City, State, Zip: Spokane, WA 99202-2131
Department Link: College of Pharmacy and Pharmaceutical Sciences
Monthly Salary: $5,000-$5,900
FTE: 1.0
Permanent/Temporary/Project: Permanent

Close Date: Applicants must submit their completed application by August 8, 2021 at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check.
Special Instructions to Applicants: At the time of application, please be prepared to submit a cover letter and resume clearly identifying how you meet the required qualifications and additional requirements. Applicants are required to include contact information for at least three (3) professional references in the application.
Required Documents: Resume & Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .

Title:

1123-NN - Assistant To

Business Title:

Assistant to the Dean

Location:

Employee Type:

Admin. Professional

Job Family:

Administrative Professional - Not OT Eligible

Position Details:

Summary of Duties:

The full-time Assistant to the Dean position provides comprehensive and confidential administrative support to the Dean of the College of Pharmacy and Pharmaceutical Sciences (CPPS); represents the Dean’s office on a variety of issues that have college-and university-wide impact; acts on behalf of the Dean, as the primary point of contact for both internal and external constituents using independent judgment based on knowledge of the college and policies and procedures of the university; oversees the support of the associate deans and manages the procedures within the Dean’s Suite; manages significant strategic projects assigned by and at the direction of the dean; and monitors and reports on the administrative functions among the departments and units of the college.  

Duties Performed:

45% Administrative Support | Dean

• Maintain and manage Dean’s schedule and calendar which involves working with a wide variety of individuals internal and external to the University, using independent judgment in determining priorities, and ensuring efficient use of the Dean’s time. Schedule and send meeting notifications or reply to meeting requests – collect and provide background information, when necessary.
• Gather, assemble and organize pertinent material for upcoming meetings and conferences. Make sure the Dean has a schedule of itineraries and agendas. Communicate with Dean during his absence, informing of significant activities taking place as well as actions taken or pending requests for further action.
• Diplomatically and tactfully screen calls and visitors for the Dean in a manner that projects a courteous, helpful, and professional image. Determine and take needed action on routing messages and making referrals when appropriate. Take the initiative to find out the topic of the appointment and ask specific questions to ensure that appropriate procedures and channels are followed.
• Review, and redistribute as appropriate, the Dean’s mail, routing for attention on matters requiring urgent action, respond with discretion and route correspondence accordingly, taking any actions necessary. Monitor and review the Dean’s email, prioritize messages, respond as appropriate, follow up as needed.
• Communicate Dean’s requests to the college and university community with accuracy, diplomacy and sensitivity in a manner to support the exchange of information toward strategic goals and efficient and accurate administrative processes and transparency of intent.
• Work closely with a variety of outside agencies relative to requests for information, appointments with the Dean and/or visitations to campus.
• Prepare, analyze and edit, and/or finalize materials and correspondence that are highly sensitive, confidential, and complex in nature, including memoranda, letters, and reports.
• Research complex issues, recommend solutions, coordinate and assist with college policy matters. Interpret and implement guidelines, procedures, policies and practices.
• Collaborate with the advancement team to coordinate schedules for meetings, trips, and activities involving the Dean and other WSU leaders, alumni, donors, and friends of CPPS.
• Complete travel arrangements (both domestic and international) and develop itineraries for the Dean in cooperation with other travelers.  Ensure processing of spend authorizations and expense reimbursements.
• Exercise independence, discretion, good judgement, and a clear understanding of the priorities of the CPPS and the Dean. 
• Act as the liaison between the college leadership and other colleges, the campus, and other WSU entities.  
• Ensure appropriate follow up on all issues identified by the Dean or pertinent to the Dean.
• Serve as a member of the Dean’s Executive Council.

20% Administrative Support | College

• Advise department chairs on faculty development processes such as tenure progress review, tenure and promotion review, professional leave, etc. 
• Coordinate the tenure and promotion review process by determining and confirming eligibility of faculty, communicating responsibilities, timelines, and deadlines to faculty candidates and department assistants, and processing, organizing, and assembling review materials for the college’s promotion and tenure committee and the Dean. 
• Manage all logistical matters related to submission, accuracy and completeness of faculty development activities including: pre-tenure review, third year review, tenure and promotion, and professional leave.  Communicate with department chairs to ensure all files and documents are complete, consistent, and accurate prior to submission.  
• Oversee the completion of faculty and administrative professional (AP) annual review processes, including coordination and communication with department chairs, directors, faculty and AP staff; communicating information on requirements, preparation of review forms, and related correspondence as necessary to complete the review process.
• Prepare the Dean’s evaluation forms for the leadership team during the annual review process. Assemble materials necessary for the Dean to prepare his comments on annual review forms.
• Coordinate and manage candidate interview schedules for director, chair and associate dean positions within the College when necessary.
• Compile, summarize, and maintain records on review and selection of department chairs and associate deans.  Prepare ballots and evaluation forms and conduct necessary college votes/elections including faculty senate, department chair appointments, and college governance changes as needed. Ensure confidential voting, collect and tabulate votes, tabulate and report results.
• Work with relevant departments to collect and process professional (sabbatical) leave applications within the college, interpreting policy and guidelines and format to be followed by faculty. Ensure timely review by the Dean and forward to the Provost’s office.
• Communicate regularly with the college departments and units on matters of general interest and concern. Act as resource for, and work closely with, the departments and units on confidential matters. Provide further resource options available within the university.
• Take initiative to formulate college procedures or procedure changes to improve operational efficiency.
• Assist with collecting and organizing information for various reports including accreditation reports, AACP report, and university reports. 
• Serve on and/or support college and university committees of benefit to the CPPS. 

20% Special Events and Project Management

• In collaboration with the Advancement team, plan college-wide annual events such as receptions and ceremonies including recommending and selecting locations; reviewing and approving guest lists; contacting caterers and selecting menus; contacting speakers, negotiating for honoraria, and approving travel and housing; and arranging staffing, set up, and clean up.
• Supervise coordination of special projects/events such as college’s re-accreditation visit, Dean’s Advisory Council activities, and college milestone events. Responsibilities may include arranging schedules, hotel rooms, travel arrangements, preparation of programs or agendas, identifying invitation lists, planning and scheduling of receptions, luncheons, and/or dinners (establishing menus, ordering flowers, decorations, audio/visual requirements, etc.), securing entertainment and/or speakers, preparation and approval of paperwork for necessary expenditures within specific budgets. 
• Manage and oversee key projects assigned by the Dean.  Develop detailed project management plan(s) and other project documents to monitor and track progress of projects.  
• Coordinate project teams ensuring team members and team leaders have required information and resources to complete responsibilities.  Assist team leaders to identify strategic direction and scope of projects and assign, prioritize and supervise project tasks.  
• Provide solutions to project–related issues and identify and manage project risks.  

10% Dean’s Suite Office Management

• Oversee the development and implementation of general procedures for the Dean’s suite. 
• Train and advise dean’s office administrative personnel on WSU and CPPS policies and procedures, in collaboration with other units as appropriate. 
• Design, establish, and maintain staffing structure to effectively support the Dean and Associate Deans directly supervising some administrative staff. 
• Recruit and train direct reports. Motivate staff to achieve peak performance including providing direction and opportunities for staff development. Conduct annual performance evaluations on direct reports.
• Review and approve attendance records and leave requests, coordinate leave to maximize office coverage, and evaluate assignment of responsibilities adjusting as necessary.
• Maintain basic knowledge of administrative staff positions in the dean’s office and the departments, with the ability to back up these positions as required.

5% Miscellaneous

• Other appropriate duties as assigned.

Required Qualifications:

Positions require a Bachelor’s degree in business administration or other relevant field AND five (5) years of managing administrative support experience. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Additional Requirements:

• Minimum of one (1) year of experience managing a complex calendar and providing executive-level support or project management and high quality service for a diverse group of constituents.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Excellent verbal and written communication skills, including editing and proofreading.
• Demonstrated experience preparing presentations, drafting and editing formal correspondence.

Preferred Qualifications:

• Experience in higher education. 
• Experience dealing with and understanding the nuances of academic programs.
• Demonstrated ability to organize, prioritize and coordinate work assignments. 
• Proven ability to interact professionally with a variety of clientele. 
• Demonstrated ability to manage multiple priorities with varying deadlines. 
• Previous experience supporting a leadership position.

Additional Information:

Area/College: College of Pharmacy and Pharmaceutical Sciences
Department Name: Office of the Dean
City, State, Zip: Spokane, WA 99202-2131
Department Link: College of Pharmacy and Pharmaceutical Sciences
Monthly Salary: $5,000-$5,900
FTE: 1.0
Permanent/Temporary/Project: Permanent

Close Date: Applicants must submit their completed application by August 8, 2021 at 11:59 p.m.
Background Check: This position has been designated by the department to require a background check.
Special Instructions to Applicants: At the time of application, please be prepared to submit a cover letter and resume clearly identifying how you meet the required qualifications and additional requirements. Applicants are required to include contact information for at least three (3) professional references in the application.
Required Documents: Resume & Cover Letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .