Assistant to the Dean and Front Desk Coordinator

Type of Appointment : Full-Time, Probationary

Collective Bargaining Unit : California State Employees of California (CSUEU) Unit 9

Job Classification : Administrative Analyst / Specialist Non-Exempt

Anticipated Hiring Range : $3,694 - $4,650 per month

Work Hours : Monday - Friday 8 : 00 am - 5 : 00 pm

THE DEPARTMENT

The Dean's Office in the College of Letters, Arts, and Social Sciences is the administrative unit responsible for 12 academic departments, over 140 tenured and tenure track faculty, over 40 serialized staff, and more than 280 temporary faculty.

The College generates the largest number of FTEs each term and has the largest budget among the 8 academic colleges. provides introductory and advanced course work in more than 20 degree and certificate programs, and provides courses that substantially make up the General Education curriculum required of all students.

DUTIES AND RESPONSIBILITIES

• Administrative support for the dean and associate dean for academic personnel and resources; maintain their calendars : schedule meetings, appointments, conferences, travel, etc.
• independently set priorities and determine suitable options in lieu of meetings with the dean; assist with confidential matters pertaining to the dean's office and the college;
• handle issues of high sensitivity in a confidential manner; keep abreast of the status, progress, and deadlines of projects and advise the deans of outcomes;

make recommendations on procedural matters; implement, coordinate, and evaluate results. Make travel arrangements for the deans, including travel authorizations, transportation, lodging, conference registrations, p-card reconciliation, and travel reimbursement requests.

In addition to travel arrangements, make reimbursement requests for cell phones and other miscellaneous expenses.

Serve as liaison between the dean and university administration, the campus community, administrative offices, and the public;

interpret policies and procedures independently and convey them in an accurate, precise manner; provide information to deans on programs and resources as requested.

In response to external requests, assess urgency level and, when appropriate, disseminate information on behalf of the Dean to external and internal stakeholders.

Develop and maintain productive relationships with administrators, faculty, staff, students, campus employees and entities, and outside constituents;

interact with all in a collegial and professional manner in representation of the dean and the college.

• Leads special project assignments and research projects for the dean including researching and reporting on college student statistics and writing reports for VIP college endowment donors and other University offices, as needed.
• Use a variety of different resources to prepare accurate and concise reports and documents; develop and maintain subject files, working files, and databases for the deans;

perform data analysis as needed; create and format tables / reports to effectively display information.

Maintain digital personnel action files for faculty ( faculty evaluations, RTP, promotion memos, sabbaticals, leaves, student evaluations, etc.

provide oversight and serve as contact person for review of Personnel Action Files for all faculty by sending a digital link when requested and making sure the files are secure.

Coordinate and monitor RTP process via lnterfolio for tenure track faculty in the college : maintain faculty roster, upload documents as needed, and forward completed packages to University RTP Committee via lnterfolio;

follow up to completion of process. Coordinate and monitor annual lecturer cumulative evaluations. Coordinate Range Elevation Requests : accept applications, forward to Faculty Affairs with dean's recommendations.

Coordinate all College awards, including Teacher Scholar and SPICE grant applications, Jose Gomez awards, summarizing evaluations and providing materials to selection committees.

Receive college-wide student evaluations and distribute electronic copies to the departments.

• Provide administrative support to various college committees, advisory boards, community boards, staff members, and programs supported by the college;
• schedule and confirm meeting rooms and accommodations; independently retrieve and research information necessary to support the agenda for meetings;
• arrange meeting materials, prepare and distribute agenda, arrange for refreshments, and independently set deadlines for processing and forwarding reports and / or tracking action items;

track deadlines for Academic Senate and Dean's Council and Provost Staff meetings and issues. Monitor and support staffing of college committees.

Support Director of Development in coordinating Dean's interactions with advisory boards and donors. Support Communications Specialist to recommend, research, and prepare materials for Dean's Office presentations.

Serves as back-up for maintaining College events and deadlines calendar and supports promotion of events. Responsible for coordinating arrangements and logistics for events such as the annual all-college meeting, the department chair retreat, the CLASS Leadership Council meetings, CLASS Dean's Advisory Board, etc.

provide oversight for fall conference planning and invitations and responses. Independently resolves problems and answers questions related to these events.

Serve as the initial contact and face of the dean's office for visitors and callers-answer telephone, direct calls to appropriate office personnel;

record messages; schedule appointments for conference room; assist with maintenance and updating of Dean's Office displays.

Maintain display case for faculty publications. Provide exceptional service to students, faculty and others seeking information or assistance.

Close classroom doors at the end of every week.