Assistant to the Dean, Mario J. Gabelli School of Business - Roger Williams University at Roger Williams University in Bristol, Rhode Island

Job Description:

Roger Williams University

Location: Bristol, RI Category: Professional and Clerical Posted On: Thu Apr 18 2024 Job Description:

The Administrative Assistant is directly responsible for the operational administration of the office of the Dean, and assumes responsibility for the accuracy and timeliness of routine and non-routine projects and procedures. Oversees staff, customer service, and organization, and is knowledgeable in the extensive technology needed for the position.

Essential Functions/Characteristics

• Solicits information, compiles data, verifies facts and prepares final reports for the Dean. Areas of responsibilities include student employment budget for the Gabelli School of Business, overload payments for faculty, special fund accounts, ancillary accounts, external funded and special projects, and foundation accounts by preparing appropriate financial reports and budget analyses for the Dean.
• Directly responsible for the coordinating and planning of all GSB major events. Include complete guest travel arrangements, on campus schedules, social events, advertisement, etc.
• Arrange and attend (if needed) in and out of state conferences/meetings.
• The individual must be available for in and out-of-state travel.
• Attend work related workshops and training sessions. Serve as trainer/coordinator for clerical staff with regard to staff development programs.
• Monitors, verifies, and reconciles expenditures for all the above accounts in compliance with University policies and procedures to ensure propriety and consistency of budgetary actions. Any variances are reported to the Dean. Prepares reports on department budget and expenditures. Processes routine office expenditures and consults with the Dean on non-routine expenditures.
• Assists in the preparation of annual budget requests, complies budgetary information, and prepares operational budget statistics. Keeps the budget information updated frequently for spot checking expenditures against budget.
• Screens incoming visitors and calls, answering questions, identifying problems and serves as a buffer when dealing with problems or sending then to the appropriate office. Meets with students requesting appointments with the Dean in an effort to resolve problems, answer questions, and to assure the student has followed established procedures prior to meeting with the Dean.
• Coordinates and makes recommendations to the Dean for the planning process to determine the needs of GSB, faculty and students. Determines and maintains accurate records of life cycle of equipment and furniture for office and faculty.
• Oversees department secretaries including the coordination of workload, distribution of work when overflow occurs, coordinates leave to ensure appropriate coverage of the office suite.
• Assists in the coordination of Advisement and Accreditation, faculty, committee meetings, and the continuous quality improvement in the Advance Collegiate Schools of Business (AACSB) accreditation processes. Maintains and coordinates all documentation processes, accreditation office records, travel arrangements, dinners, itineraries for meetings of university Deans, directors, and senior administrators for site visits.
• Communicates with off-campus executives to facilitate schedules, coordinates information, and prepares agendas for the Gabelli School of Business Advisory Board and all other committee meetings. Plan luncheons and refreshments, oversees adherence to time schedule, and attend to take minutes.
• Serves as office manager for the Office of the Dean, Gabelli School of Business. Includes communication (verbal and written), setting priorities, establishes office procedures, hiring/training/supervising student employees.
• Handles all travel arrangements for the Dean, his administrative team and faculty to attend in and out of state conferences meetings, and recruiting. Processes travel requests and all related expenses for GSB administration and faculty.
• Establishes and maintains contacts with suppliers and technical equipment in and for GSB for training and to stay current of new software and hardware products. Participates in demonstrations, tests, and evaluates new programs and designs (RISE).
• Assists other staff with projects such as editing, course files, helping with mailing and performs general office and clerical functions as needed or directed.
• Assists students and other constituents with desired information. Answers common School of Business-related questions and provides directions and campus information as appropriate.
• Internal/External Contacts: Internally has contact with all staff, deans, faculty, and academic department secretaries and students. Externally interacts with parents and other constituents of the School of Business.
• As first point of contact for the School of Business, must perform duties with a professional and courteous manner.
• Ability to function independently and maintain a high level of productivity without close supervision or direction.
• In-depth knowledge of practices, policies, and procedures of GSB and the University.
• Knowledge of the principles of accounting, statistics and public administration.
• Knowledge of the sources of information, methods, and techniques used in business, education and research.
• Excellent verbal, written, organizational and interpersonal skills.
• Ability to establish and maintain effective working relationships with administrative officials, other employees, and the general public.

This is a full-time (40 hours) PSSA Level 4 Clerical Union position.

Job Requirements:

• An Associate's Degree or at the University's discretion an equivalent combination of education and work related experience may be substituted.
• Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of the University's choice, currently by way of example, Microsoft Office Suite and the Internet.
• Provides quality, complex application, word processing, and spreadsheet formulation, demonstrating a full array of systems software capabilities.
• A minimum of 3 - 5 years of Administrative Assistant level is required.

Preferred Qualifications

• A Bachelor's degree is preferred. Working experience in higher education is strongly preferred.

At the University's discretion, the education and experience prerequisites may be accepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Additional Information:

Roger Williams University is an affirmative action/equal opportunity employer and committed to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

Salaries for new hires at Roger Williams University usually fall between the minimum and midpoint salary ranges.

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