Assistant to the Dean and Director of International and Off-Campus Study
Stevenson University
Internship
On-site
Owings Mills, Maryland, United States
Position Summary
Under the direct supervision of the Dean/Director of International and Off-Campus Study, this campus-based position provides administrative support for all activities in the School of Humanities and Social Sciences ( SHSS ) and the Office of International and Off-Campus Study ( IOCS ). Responsibilities include supporting the dean/director and SHSS academic program administrators 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.
Essential Functions
Provide administrative support for the SHSS Dean’s Office and IOCS including supporting the Dean/Director and the Academic Program Administrators for all departments and programs in the SHSS and supporting IOCS activities. Facilitate all SHSS and IOCS 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, intranet page, social media, and monthly newsletter for the SHSS as appropriate, including regular updates and the posting of new content. Manage scheduling of SHSS 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 SHSS spaces. Serve as the SHSS and IOCS liaison to all departments and vendors on campus, including Sodexo, Campus Safety, Conference Services, Facilities, Office of Information Technology, and others. Maintain data and documents related to accreditation of SHSS academic programs. 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 and IOCS budget. Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning programs, 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/Director 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 SHSS annual student policy manuals as appropriate. 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 SHSS 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. Participate as a member of the Academic Affairs Administrative Assistants Team.
Under the direct supervision of the Dean/Director of International and Off-Campus Study, this campus-based position provides administrative support for all activities in the School of Humanities and Social Sciences ( SHSS ) and the Office of International and Off-Campus Study ( IOCS ). Responsibilities include supporting the dean/director and SHSS academic program administrators 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.
Essential Functions
Provide administrative support for the SHSS Dean’s Office and IOCS including supporting the Dean/Director and the Academic Program Administrators for all departments and programs in the SHSS and supporting IOCS activities. Facilitate all SHSS and IOCS 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, intranet page, social media, and monthly newsletter for the SHSS as appropriate, including regular updates and the posting of new content. Manage scheduling of SHSS 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 SHSS spaces. Serve as the SHSS and IOCS liaison to all departments and vendors on campus, including Sodexo, Campus Safety, Conference Services, Facilities, Office of Information Technology, and others. Maintain data and documents related to accreditation of SHSS academic programs. 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 and IOCS budget. Serve as initial contact for faculty, students, parents, and the general public. Provide general information to and respond to queries concerning programs, 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/Director 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 SHSS annual student policy manuals as appropriate. 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 SHSS 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. Participate as a member of the Academic Affairs Administrative Assistants Team.