For Faculty and Curricular Support

ASSISTANT TO THE DEAN

FOR FACULTY AND CURRICULAR SUPPORT

Academic Affairs

POSITION SUMMARY

Under the direction of the Dean of The College, the Assistant will provide a wide range of administrative support for the Associate Deans, the Academic Departments, the Core Program and the Advising operation. A key responsibility of this position will be to supervise Academic Affairs Department Services Coordinators and Assistants, in consultation with academic department chairs. The position will also entail project management, student supervision, support and maintenance of electronic and manual files to enhance the associate deans’ office, and support of the overall academic program, specifically the general education (Core) program, and academic advising.

SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS

The following statements are intended to describe the general nature and level of work in each of the supported areas being performed by an individual assigned to this job. Other duties may be assigned.

Associate Dean Office Support:

·  Provides all clerical and general office support to the Associate Deans Office, to include: ordering office supplies, maintaining a well-organized filing system and record keeping, and maintaining office equipment.

·  Provides adminstrative support for key campus committees including the Academic Planning Committee and the Student Progress Committee, including scheduling, preparing adengas, taking minutes, organising electronic records, gathering and organising data, liasing with the registar’s office, advising center, department chairs, and faculty when needed.

·  Provides support for the Scientific Scholars Achievement Program, including assisting student tutors with room reservations and overseeing the tutors’ payroll, collecting and filing tutoring materials, and assessment materials.

·  Attends meetings and takes minutes as requested by the Associate Deans. Serves on committees as requested.

Supervisor of Department Coordinators/Assistants

·  Provides support and supervision of department administrative coordinators. Schedule regular meetings for information dissemination, planning, and support. Work with the Associate Deans and HR to develop a uniform performance appraisal process for the department administrative coordinators, lead, and coordinate with department chairs on, department coordinator appraisals. Hiring, onboarding, and training of departmental assistants.

Core Program Support:

·  Provides all clerical and general office support to the Core Program Office to include: ordering office supplies, maintaining a well-organized filing system and record keeping, and maintaining office equipment.

·  Provides assistance to the Core Director, in handling the administration of the general education program including: tracking and organizing data, maintaining files, maintaining course and catalog information, preparing staffing paperwork for Core faculty, scheduling and organizing meetings and special events. Collecting and cataloging materials for ongoing assessment of the Core Program, and other duties as assigned. Manages course scheduling software for the CSP classes, and liaises with registrar’s office and ITS on course descriptions

·  Answers telephone calls and emails, and meets with students who have questions about the Core Program and when possible providing basic assistance with questions. Uses independent judgment to determine whether advice can be given directly to those inquiring, or to whom the question needs to be referred. Manages a timely flow of information and paperwork between students and the Director of Core, and others with respect to petitions, transfer credits, and other information.

·  Has primary responsibility for monitoring Core Program budgets. Ensures budget accuracy, resolves discrepancies, transfers funds, processes invoices, identifies and charges appropriate accounts, handles reimbursement requests from Core faculty and the Core Director. Works with the Business Office regarding budgets, accounts payable, cashier needs, and payroll issues. Provides budget reports to the Director of Core monthly and meets regularly with the Associate Dean to review fiscal conditions of the program

·  Maintains and regularly updates Core Program web pages and assists in preparing other program brochures or information.

·  Coordinates with WPD and Core Director on Timed Writing Exercise, including scheduling, manuscript blinding, distributing prompts while ensuring academic integrity, stipends for graders.

·  Provides logistical support for CSP 99, including coordinating and publicizing qualifying events, recruiting and scheduling monitors for each event, payroll for all the monitors, maintaining the course webpage, creating and updating the CSP 99 Moodle page, maintaining all records related to this course, and leading periodic information sessions for enrolled students.

·  Hires, trains, and supervises Core Program student workers.

Advising Support:

·  At peak times of the year provides assistance to the Director of Academic Advising, including scheduling Advising Center advisors, maintaining the Advising Center online appointment system, and processing Advising Center payroll. Clear understanding of FERPA will be required.

QUALIFICATIONS

·  3-5 years administrative assistant support experience, including supervising skills and experience, preferably in an academic environment.

·  Bachelor's degree required. Strong knowledge of all general office and secretarial practices and procedures.

·  Must possess excellent interpersonal and communication skills and be able to interact in a professional and helpful manner with students, faculty, and other staff and administrators of the College.

·  Requires computer proficiency in word processing, spreadsheets, and online Google applications (Gmail, Google Calendar, Google Drive, etc.). Familiarity with Moodle or other course management systems is desirable.

·  Must be organized and possess the ability to handle multiple, complex projects and handle a high volume of work with accuracy and efficiency. Must have an excellent customer service demeanor.

APPLICATION INSTRUCTIONS

Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to .

We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.