Assistant to the Dean

Stevenson University

School of the Sciences, Dean's Office

About the Position

Position Summary:

Under the direct supervision of the Dean, this position provides administrative support for all activities in the Fine School of the Sciences (FSOS). Responsibilities include supporting the dean, academic program administrators, and laboratory managers in all areas of operation, including serving as the first point of contact and liaison with internal and external constituencies, coordinating and providing support for internal and external events and special projects, supervising student workers, establishing and maintaining policy and procedure documents, handling confidential documents, and clerical duties. Independent judgment is required to plan, prioritize and organize diversified workload with designated deadlines. Some evening and weekend hours may be required.


Bachelor’s degree plus two years related experience with progressively more responsible duties, or an equivalent combination of education and experience. Preference given for related work experience in an academic environment.
Exceptional interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Exceptional skills in handling spreadsheet budgets, department invoices and related analytical tools.
Exceptional written and oral communication skills; strong command of grammar and English usage, to include accuracy in proofreading, composing correspondence, editing and typing.
Expert knowledge of MS Office; Word, Excel, PowerPoint, the Internet, and other relevant software. Ability to operate and maintain standard peripheral office equipment; fax, printer, multiple phone lines, copier, etc.
Ability to take initiative and act with unquestionable integrity and a strong sense of professional ethics.
Ability to manage multiple tasks under pressure and adapt to rapidly changing priorities.
Ability to make administrative and procedural decisions on sensitive, confidential issues and the ability to maintain confidentiality of information.
Ability to research and resolve office management problems and questions.
Exceptional skill in prioritizing workflow and managing resources.
Highly organized with critical focus on detail, accuracy, reasoning, problem-solving skills, and efficient workflow.
Commitment to integrity, excellence, learning, and community.
Ability to travel between campuses as needed.
Ability to work evenings and weekends as needed.
Physical Requirements
Sedentary work with occasional need for medium work: Exerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Sitting, standing, walking, talking, hearing, keyboarding, and repetitive motions. Close visual acuity. Subject to inside and outside environmental conditions, and an office location with potential exposure to science laboratories, chemicals and chemical processes, biologicals and biological processes and magnetic field. Position requires additional hours for meetings and events, including days, evenings, and weekends.
Essential Functions
Provide administrative support for the FSOS Dean’s Office including supporting the Dean, the Academic Program Administrators for departments and programs in the FSOS, and the Laboratory Services and Safety team.
Facilitate all FSOS events, including but not limited to scheduling rooms, arranging set-up, coordinating catering needs, sending invitations as appropriate, and preparing materials such as programs and/or agendas.
Manage faculty/staff profile pages, portal page, social media, and monthly newsletter for the FSOS as appropriate, including regular updates and the posting of new content.
Manage scheduling of FSOS spaces, including maintenance of a schedule of all events in these spaces. Serve as a point of contact for Conference Services in relation to events scheduled in FSOS spaces.
Serve as a member of the Fine School of the Sciences Leadership Team.
Serve as the FSOS liaison to all departments and vendors on campus, including Sodexo, Security, Conference Services, Facilities, OIT, and others.
Maintain data and documents related to compliance and to accreditation of FSOS academic programs as appropriate.
Effectively supervise assigned graduate and undergraduate students.
Assist in data collection and the generation of reports for internal and external constituencies as needed.
Process financial transactions including travel reports and vouchers, and miscellaneous bills; maintain school’s financial records, and the monthly reconciling of the Dean’s budgets.
Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning policies and procedures from students, alumni, members of the school, administration, various other schools and departments, and the community in general.
Communicate directives, instructions, messages, and information from the Dean to appropriate individuals and groups as required.
Maintain inventory of office supplies; order and distribute office supplies as needed by faculty and staff in the school.
Maintain and update Dean’s Office files including confidential employee and student records.
Assess needs and prepare for incoming faculty and staff, including assignment of office space, telephone service, supplies, and furnishings and arrangement of any needed training.
Schedule and monitor the Dean’s calendar; make travel arrangements.
Ensure the preparation and publication of the FSOS annual student policy manuals.
Maintain open communication with all constituents, while protecting sensitive and confidential information dealing with a wide range of issues in a busy environment.
Record and prepare minutes of school meetings as requested.
Maintain and update school and departmental email lists at least twice annually (in fall and spring).
Maintain master calendar of FSOS activities.
Obtain, organize, and share Academic Affairs documents with the Provost’s Office as requested.
Work with the Provost’s Office on university initiatives and events as requested.
Reports To Dean

Quick Link for Posting https://stevenson.peopleadmin.com/postings/7585

Open until filled!

Location: Baltimore County, MD
Salary: not available

For More Information, please contact Marthe Vidaver at 410-602-8700 or https://stevenson.peopleadmin.com/postings/7585 or jobinfo@Joblinkemployment.com