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Assistant to Dean of the Graduate School (Internal)

Please see Special Instructions for more details.

Clarkson University is an Affirmative Action/Equal Employment Opportunity employer. All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Posting Details

Position Information

Job Title Assistant to Dean of the Graduate School (Internal)
Posting Number Staff 2014000811
FLSA Non-Exempt
Level
Full-time/ Part-time Full-time
Is this a temporary Position? No

Position Summary Information

Job Description Summary

Position Summary:
• Office Manager (provide administrative office support for Dean of the Graduate School; relieve Dean of routine details; and exercise initiative and independent judgment and decision-making in the Dean’s absence; represent Dean as required).
• Budget Assistant. Participate in the development of budget requests and work with Finance to facilitate expenditures through the financial system (set-up accounts, Computer Refresh allocations, Start-up accounts, initiate transfers, prepares monthly updates and budget projections and monitor Department/Research budgets within the School). Keep Dean appraised of budget commitments. Signature authority for purchasing requests of units within the Graduate School. Review & approve requests for expense reimbursement. Gradually assume full responsibilities as Budget Manager.
• Manage the Dean’s schedule/commitments (time and/or money): maintain schedule, review documents for Dean’s signature, make sure tasks are completed on time, etc.
• Maintain confidentiality and discretion regarding College business and files.
• Coordinate Graduate School meetings
• Administer policies established by the Dean regarding budgetary, personnel, academic issues. Maintain records of established guidelines. Provide guidance and information to Faculty/Staff to ensure compliance with School/University procedures.
• Work with and provide direction/support for the training of new staff. Conduct staff meetings as needed, facilitate communications and liaison between the Dean’s office and Department Units.
• Work with Department Chairs and Directors to ensure coordination of College activities.
• Prepare/review materials for faculty and staff contracts letters, payroll authorization
• Enter “Job Post Creation” for all positions in Graduate School
• Help coordinate Graduate School scheduling/setup for events such as: Open House/Orientation/etc
• Work evening/weekend events: Open House, Commencement, etc.
• Handles and/or supervises all conventional correspondence, travel schedules, administrative activities.
• Enter Job Postings into People Admin; review job postings submitted by Graduate School programs
• Prepare Graduate School Newsletter and reports (statistical/narrative). Review Graduate School entries for the Clarkson catalog.
• Member of Admin Hiring Committees as needed. Hire and supervise student workers.
• Supervise/review work submitted to Dean by Department Chair and Administrative Assistants.
• Assist with preparation and annual update of University Catalog and Graduate Handbook. Generate financial reports by querying PeopleSoft system
General Purpose: Manage and maintain the administrative flow of the office, provide first contact for faculty, staff, and students and initiate action when appropriate. Administer policies established by the Dean regarding budgetary, personnel, academic issues. Represent the Dean as required. Resolve problems, provide assistance and answer questions relating to Graduate School issues. Maintain confidentiality and discretion regarding College business and files.

Position Responsibilities:
• Maintain faculty and staff personnel files including confidential and non-confidential material (paper and electronic files/records). Assist with performance evaluations when required. Maintain recruiting files for new faculty and staff. Consult with Dean on support staff evaluations and performance. Serve on support staff search committees and interview prospective candidates.
• Assist with monitoring Graduate School budget: including salary pools and operating budgets, Departmental budgets and research accounts. Establish, monitor, verify and reconcile expenditure of budgeted funds for a variety of specialized accounts. Reconcile P-Card statement. Use PeopleSoft for both financial transactions and student queries.
• Supervise and monitor assignments of building space, facilities, and equipment. Discuss building safety and maintenance issues with University personnel.
• Coordinate activities of Graduate School support staff. Conduct staff meetings when necessary to inform and update staff of any new policies or procedures. Stay informed of staff needs and schedule meetings with individuals who can assist with questions or problems.
• Coordinate activities involving Graduate School meetings. Schedule, attend meetings, take and distribute minutes.
• Maintain the Dean’s electronic calendar, coordinate travel, scheduling. Prepare reports as required annual reports. Attend Dean meetings; take/distribute minutes; follow through on appropriate action items. Attend/report back to Dean on Academic Leadership Meetings and Academic Affairs Committee meetings when needed.
• Interact with personnel throughout the University regarding many situations relating to the Graduate School. Plan arrangements and refreshments to be served at Graduate School events. Attend training seminars/workshops provided on Campus so that you can be the point of contact for the Graduate School.
• Help maintain and update the Graduate School website.
• Assist with annual updates for University Catalog.
• Assist with generating financial reports from PeopleSoft.
• Recruit, supervise, and train work study students for projects in the Graduate School office and monitor their work.

Essential Skills:
• Extensive knowledge of university policies and procedures, organization practices, and protocol.
• Excellent organization, verbal and written communication skills, attention to detail, the ability to exercise personal judgment, and a willingness to exercise initiative are required.
• Exceptional customer service and inter-personal skills.
• Effective time management skills/ability to meet deadlines/ability to work under pressure and to prioritize multiple tasks.
• Ability to act independently.
• Computer Literacy: Microsoft Office Suite, HTML, Adobe
• Use of database systems: PeopleSoft financials; PeopleSoft student records management; People Admin.
• Proven ability to manage confidential information.
• Excellent customer service skills to include verbal communication, written communication and ability to handle difficult conversations/situations. Ability to interact effectively with a wide variety of individuals including students, parents, faculty, and staff of the University and outside agencies or vendors.
• Planning and time management skills (ability to prioritize/execute tasks in a busy office environment).
• Resourcefulness (ability to problem solve and work independently).
• Ability and initiative to work with minimal or no supervision and in a professional manner.
• Ability to perform a wide range of special projects requiring independent judgment.
• Demonstrated flexibility with evidence of successfully working in a team environment.

Minimum Qualifications:
Include Education,
Experience, and Skills

High School degree and 5 years office experience in a university setting, of which must have occurred in an academic department-level or higher-level academic unit, comparable research unit, or in a setting that involved day-to-day collaboration with such units; an associate degree may substitute for up to two years and a bachelor’s degree may substitute for up to four years of experience.
• Must have knowledge of university policies and procedures, organization practices, and protocol.
• Computer Literacy: Microsoft Office Suite, HTML, Adobe, Cascade Server CMS
• Use of database systems: PeopleSoft financials; PeopleSoft student records management; People Admin.
• Excellent organization, verbal and written communication skills, attention to detail, the ability to exercise personal judgment, and a willingness to exercise initiative are required.

Preferred Qualifications:
Include Education,
Experience, and Skills

Knowledge/familiarity with Adobe Professional software (creating/editing .pdf forms); Moodle; Digital Measures administrator duties (create custom reports; submit work; requests, setup user accounts; creation of .csv files for data imports).

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, bend and stoop. The employee must occasionally lift and/or move up to 25 pounds. Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Posting Detail Information

Close Date
Open Date 10/27/2017
Open Until Filled Yes
Special Instructions for this Posting

Clarkson University is an Affirmative Action/Equal Employment Opportunity employer.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Reference Request Details

Maximum Number of Reference Requests 3
Minimum Number of Reference Requests 2

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Academic Keys
    • Chronicle of Higher Education
    • Clarkson Website
    • HigherEdJobs.com
    • Massena-Potsdam Courier Observer
    • Hispanic Outlook
    • IM Diversity
    • Insight Into Diversity
    • JTPA
    • LinkedIn
    • New York Job Bank
    • North Country This Week
    • St. Lawrence Plaindealer
    • Veterans Administration
    • Watertown Daily Times
    • Ogdensburg Journal
    • Employee Referral
    • Alumni Referral
    • Conference Referral
    • Other Referral, Indeed
    • Monster.com
    • List-serv
    • NorthCountryNow.com
    • Discipline specifc journals
    • Discipline specific website
    • Times Union
    • National Society for Woman Engineers
    • National Society for Black Engineers
    • I do not wish to answer
  2. What is the highest level of completed education that you currently hold?
    • Highschool Diploma/GED
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • ABD (all but disertation)
    • Phd

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents