Administrative Assistant to the Dean of St. Vincents College - Sacred

Sacred Heart University
Jun 06, 2018
Jun 18, 2018
Employer Type
Direct Employer
Employment Type
Full Time
Job Description:

Provides administrative support to the Dean requiring initiative and independent judgment. Assists the Dean in daily operations of the College as team member in the efficient and professional functions of St. Vincent's College. Maintains official records and implements administrative policies. Represent the Dean and the College as a liaison to high-level administrative offices, students, parents and the general public.

Duties include:

* Maintains office systems by organizing office operations and procedures; designing filing systems; reviewing and approving supply requisitions; monitoring clerical functions for three(3) units within the College.

* Defines procedures for retention, protection, retrieval, transfer and disposal of records.

* Designs and implements office policies by establishing policies and procedures; measuring results against standards; making necessary judgments.

* Assists in the recruitment, selection, orientation, evaluation and staff development in collaboration with the Program Directors and Dean of the College of Nursing.

* Maintains professional and technological knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participation in professional societies.

* Manages office work flow and coordinates staff and work study students including decisions related to delegation and prioritization of work.

* Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.

* Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.

* Office contact for process of Conference Travel and reimbursements for faculty

* Designs and prepares reports for external accreditation.

* Prepares internal quarterly and annual reports.

* Maintains Dean's calendar.

* Oversees and prepares grants, reports & other documents for external constituencies for the Dean

* Manages and prepares correspondence for the Dean.

* Maintains full-time faculty, didactic adjunct and staff files.

* Prepares agendas, distribution of materials, and takes minutes of the Faculty of the Whole meetings and others chaired by the Dean of St. Vincent's College.

* Liaison for the Dean's Office and other departments such as Registrar, Public Relations, University College, Academic Vice President's Office, President's Office, Business Office and Human Resources.

* Receives and responds to requests directed to the Dean.

* Communicates with external regulatory and accrediting agencies.

* Assists the Dean with Academic Standings process.

* Management of St. Vincent's College webpages

* Liaison to the Advancement Office

Budget Monitoring, Tracking and Analysis

* Achieves financial objectives by overseeing budgets, scheduling expenditures, analyzing variances and initiating corrective actions.

* Oversees the college budget for all cost centers (8).

* Works with Chairs to balance their program budgets.

* Analyzes current budgets, designs and maintains spreadsheets for budget analysis, and prepares budgets for new initiatives as needed.

* Prepares and submits purchase requests, expense vouchers and purchase orders.

* Monitor EBI annual reports concerning student surveys of programs and employment.

Special Projects

* Implementing and maintaining a calendar of critical department projects and activities

* Communications coordinator for St. Vincent's College newsletter


* Bachelor's Degree required

* Experience in support of administrative personnel

* Experience in interaction with students and external professionals e.g. executives, attorneys, accrediting officers

* Knowledge of academic processes and documents

* Experience with nursing and/or other health discipline education programs highly desirable

* Computer skills for intermediate to advanced word processing,Excel, Access, manuscript preparation, and email required

* Excellent customer service and communication skills

* Excellent problem assessment, problem solving, and judgment capabilities

* Ability to manage multiple tasks/priorities at a time

* Maintains confidentiality and security procedures related to records and other information

* Demonstrates significant initiative and ability to self-organize within established priorities in consultation with the Dean of St. Vincent's College

Additional Information:

Flexible hours to accommodate departmental needs

Position is located at:

St. Vincent's College

2800 Main Street

Bridgeport, CT 06606

Application Instructions:

Please apply online, faxes and emails will not be accepted. A cover letter is appreciated.

Sacred Heart University, rooted in the Catholic Intellectual Tradition and the Liberal Arts, embraces a vision for social justice, educates students in mind, body, and spirit to prepare them personally and professionally to make a difference in the global community. Sacred Heart University aspires to achieve prominence through innovative teaching and learning while cultivating a campus community that is recognized as caring and creative.

As an Equal Opportunity Employer, Sacred Heart University encourages qualified members of underrepresented groups to apply. SDL2017