The assistant to the dean role manages the financials for the College of Arts & Sciences, coordinates special projects and aims to increase process effectiveness. Very strong organization and tracking skills are essential to manage the variety of details that come across your desk. A big part of this job is "getting into the numbers," whether those are department financials, enrollment statistics, or students on campus. ‹Your relationship-building skills will be hard at work as you regularly meet with and help students, faculty, and staff.

Qualifications summary

This is a diverse and exciting position with a lot of responsibility and authority.

• Very strong organizational and tracking skills are essential to manage the variety of details that come across your desk
• The ability to adapt well to varying workstyles is essential
• The ability to communicate clearly and effectively is essential
• Expertise with Excel (including pivot tables) is important; experience with Word, PowerPoint, and Outlook preferred
• Experience with financial documents and processes is preferred

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
CAS Budget Manager and Human Resources Liaison (60%)

• Preparing materials for and attending all CAS pre-budget and annual meetings with department chairs and financial administration
• Providing recommendations to CAS dean for budget line changes
• Tracking and communicating to department chairs all budget meeting decisions
• Reviewing monthly statements and HR Expense Reports for all CAS organizations
• Providing on-budget or off-budget feedback to department chairs and dean
• Performs proxy approval for all expense reports, check requests, and credit card transactions requiring CAS dean signature
• Reviewing new hire paperwork for budgetary concerns and completeness of submission. Help orient staff/faculty to required documentation for new hires and/or incumbent changes
• Serves as backup timeclock manager for CAS departments
• Signing and tracking annual Endowed Scholarship dispersal
• Researching special budgetary issues (for Finance Admin or depts) as needed
• Working with Finance Administration to provide special reporting for the dean
• Submitting to Finance all financial student items (refunds, charges, and adjustments)
• Initiating year-end transfers as needed
• Working directly with CAS study tour directors to prepare and reconcile tour budgets

Data Management and Reports (25%)

• Creating the CAS Productivity report for all departments on an annual basis
• Utilize available data sources to create various reports assessing, for example, credits-generated by departments or faculty or graduates or majors in a department, etc.
• In collaboration with Banner specialists, request specialized queries as needed
• Assist department chairs in gathering datapoints for use in program review and other special requests

Committee Assignments (10%)

• Attending monthly CAS Chairs’ Council
• Attending monthly CAS Faculty Meeting
• Attending monthly Financial Management Committee (invitee)
• Attending monthly Capital Expenditure Committee
• Attending annual Computer Purchasing Committee
• Additional committees may be assigned

Support for CAS Curriculum Changes (5%)
Duties may include:

• Partnering with the CAS Academic Dean to help prepare materials for the graduate and undergraduate academic policies committees
• Helping the CAS Academic Dean ensure that curriculum/program changes cycle through the correct committees for approval
• Communicating Acalog deadlines and committee schedules to departments
• Oversee updates to the CAS faculty and adjunct faculty lists in each year’s bulletin

Supervisory responsibilities

Directly responsible for hiring and supervising the CAS Administrative Assistant to the Dean and student employees. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Qualifications

EDUCATION and EXPERIENCE

• Several years of experience in an office environment; Andrews University experience preferred
• Should have a 4-year degree or equivalent job experience, or relevant combination of education and experience
• Must be a skilled multi-tasker, yet maintain attention to detail
• Must have excellent communication skills; ability to speak a language other than English is always helpful in our office
• Must be able to work independently but also know when to ask for more clarification and guidance
• Must work well with diverse groups of students and faculty
• Should know how to use Microsoft Outlook, Word, Excel, PowerPoint, Adobe, and perform web research
• Experience with financial statements and financial terminology is helpful
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule formats
• Must be able to maintain confidentiality

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

Technical competencies in (and/or familiarity with) the use of CMS website application, databases, BKD/Forvis reporting, Banner reporting, and iVue/Degree Works preferred.

Interpersonal interactions

• Must have excellent written and oral communication skills; ability to speak a language other than English is always helpful in our office
Must work well with diverse groups of students, faculty, and administrators

• Must be able to maintain confidentiality

Physical demands

While performing the duties of this job, the employee is regularly required to sit and use a computer. The employee frequently is required to walk across campus. The employee is occasionally required to stand; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work environment

You will be working in a moderately quiet office area with occasional interruptions and visitor traffic at different points of the semester. You will be working in an office with a door that can be closed for confidential calls or focused work time.