Assistant to the Dean, TAAE at Bowling Green State University in Bowling Green, Ohio

Job Description:

Assistant to the Dean, TAAE

Bowling Green State University

Salary: Depends on Qualifications
Job Type: Full-Time
Division: Col of Technology Adm
Opening Date: 08/07/2024
Location: Main Campus (BG), OH
Job Number: BGSU00522
Department: Col of Technology Adm
Closing:

Summary

Reporting to the Dean, provides administrative oversight and coordination of the operational and personnel activities for the Dean, Dean's office/staff, and the College. The assistant serves as the liaison between the Dean/College and Cabinet level leadership, and other University departments and offices across the entire campus. Prepares and/or provides coordination, analysis, data collection, reports, presentations, and other communication for the Dean and the College.

Essential Functions

Executive/Administrative Support
Serves as the first contact for the Dean's office for students, faculty, staff, parents, other University colleges/departments, and external constituents; handles, independently investigates, and resolves issues; keeps Dean apprised of issues and the subsequent resolutions; maintains calendars and sets appointments for the Dean, associate deans, assistant dean, school directors, and development officer; provides coordination between faculty and staff in the college; responsible for correspondence to various internal and external constituencies; coordinates, attends, and scribes meetings of College Council and other committees of the College, external leadership/advisory groups, and various other meetings. Makes travel arrangements for the Dean and members of their leadership team as requested. Represents Dean and/or associate dean at meetings as assigned and reports finding/results back to the Dean/College.

Personnel Management/Oversight
Monitors all personnel-related actions - performs initial review of proposed personnel actions including drafting position descriptions, forms for advertising/posting, and search committees. Directs Dean/Assoc. Dean/Director as needed to activate a retirement, resignation, non-renewal of contract. Responsible for the initiation and completion of all PAFs, contracts, addendums, and contract letters for all faculty and adjunct faculty, classified and administrative staff. This includes the creation and preparation of the summer contracting spreadsheet and input, maintenance of the OnBase summer contracting system. Also, involves the continual monitoring and updating of the hiring processes to ensure compliance with federal mandates for part-time faculty, staff, and students. This also can include initial review of compliance with and interpretation of the faculty collective bargaining agreement. Responsible for scheduling and assisting with preparation of Faculty Administrator evaluations. Develops, coordinates, oversees, and participates in transactions related to the hiring, promotion, and termination of student employees for the college.

Serves as awarder, approver and/or budget administrator in the GA contracting system by compiling, monitoring budgets and the students to ensure compliance with departmental/college/university GA policy for assistantships and stipends. Maintains, oversees transfer of monies between colleges/departments/funds as appropriate to fund these awards as directed. Coordinates and implements the college's grants, awards, and scholarships.

Fiscal Duties
Performs specific fiscal responsibilities for the College/Office of the Dean - maintains departmental pcard, reconciles and tracks expenditures for appropriateness as well as approves expenditures; responsible for overseeing purchasing and billing for the Dean's office; drafts office budget projections based on current and previous usage patterns and budget forecasting; coordinates, calculates purchases and makes suggestions for savings and efficiencies.

Project Management/Coordination
Monitors and/or leads various projects and actions taken for the Dean and College; develops timelines to submit required reports and/or information while evaluating materials for missing items, proofs and performs primary editing, then compiles and submit to Provost, Vice Provost and/or Director of Budgets, and Chief Financial Officer. Oversees College unit office staff and student employee schedules to ensure coverage. Authors, compiles and manages communications/communication channels for the College. Plans, oversees, organizes, and assists with major/special events for the College. Analyzes, processes and monitors all aspects of curriculum modifications, affiliation agreements (for cooperative education assignments), and Academic Honesty cases; accumulates, coordinates, and maintains various reports/databases needed to track the status of cases.

Liaison to Advancement/Alumni Development
Schedules Dean's meetings with and travel to prospective donors upon request of the VP for University Advancement and their staff. Arranges meetings with and events featuring external leadership councils and donors. Coordinates correspondence with donors (stewardship) to maintain and grow relationships with schools/units within the College. Creates/submits narratives of the Dean's interactions with current and prospective donors to Director of Development and VPUA to keep leaders informed.

Other Duties
Serves on/leads ad hoc and ongoing committees for the Office of the Dean, College, and University. Participates/leads search committees. Represents the Dean/College at University and external events. Assists with Commencement and other College/University-sponsored events. Completes other duties/projects as assigned.

Minimum Qualifications

The following Degree is required:

• Associate's degree. Degree must be conferred at the time of application.

The following Degree is preferred:

• Bachelor's degree

The following Experience is required:

• 3 years of experience in an administrative operations position (communications, budgeting, and/or project management)

The following Experience is preferred:

• 1 year experience working in higher education

Additional Information

Knowledge, Skills, Abilities

• Strong managerial and administrative skills to accommodate the unique and vast array of workload issues
• Experience in providing admin support to middle or senior management
• Experience working with confidential files, records, and information (spoken and written)
• Ability to prioritize evolving priorities/demands
• Higher education experience is extremely beneficial
• Excellent written and verbal communication skills that include a variety of different audiences/backgrounds
• Ability to work independently under the pressures of very tight and changing deadlines

Deadline to apply: The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by August 21, 2024.

Bowling Green State University is an Affirmative Action/Equal Opportunity Educator and Employer . We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421 or email ohr@bgsu.edu.



To apply, please visit https://www.schooljobs.com/careers/bgsu/jobs/4611542/assistant-to-the-dean-taae

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