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Assistant to the Dean, Arts and Sciences/ Manager of Academic Operations
Oberlin College in Oberlin, Ohio
 
 
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Date Posted 08/21/2019
Category
Executive-Dean-Fine And Applied Arts
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 

Job Summary

The Dean’s Office in the College of Arts and Sciences at Oberlin College invites applications for Manager of Academic Operations/Assistant to the Dean, a full-time (1.0 FTE), 12-month continuing administrative and professional staff position.

Responsibilities

The Manager of Academic Operations/Assistant to the Dean reports directly to the Dean of the College of Arts and Sciences, working closely with the Dean in all areas of administration, including the coordination of the activities of the Dean. Specific responsibilities include: managing information and work flow for the Dean; communications to and from the Office of the Dean; the Dean’s schedule; and oversight of the support staff within the office. The incumbent also works with administrative support staff and the Associate and Assistant Deans to ensure accuracy and prioritization of the work of the office, and oversees the preparation of the Dean’s correspondence as appropriate.

Essential Job Functions

• Design and implement office policies and practices by establishing standards and procedures; measure results against standards and make adjustments as necessary.
• Function as the Dean’s liaison between A&S departments and committees, overseeing all academic operations and processes.
• Train departmental administrative support staff on the Dean’s office policies and procedures. 
• Manage and oversee work flow and assign projects to support staff in the Dean’s office.
• Manage a wide range of matters deemed of institutional importance to the Dean. 
• Oversee scheduling of calendars and training of support staff in the office responsible for scheduling.
• Support the Dean in achieving the strategic goals and priorities for the College of Arts & Sciences, as well as for Oberlin College & Conservatory more generally.
• Communicate to the Dean’s Office staff the goals and priorities set by the Dean.
• Oversee and manage the administrative operations of College searches and personnel evaluations, including:
o work with the College Faculty Council, and academic departments to schedule candidate interviews, coordinate candidate travel arrangements and explain the policies of the Dean’s office;
o instruct departmental Administrative Assistants on policies and procedures related to documentation submission for faculty hiring and evaluation;
o serve as the Dean’s proxy in the applicant tracking system with responsibility and authority to approve the movement of candidates through the system; 
o follow-up as needed to facilitate timely hiring practices.
o manage the drafting of personnel related documents and memorandum including authorizations, appointment and reappointment correspondence, progress toward tenure, tenure and promotion.
• Work with appropriate academic and administrative departments to prepare and/or manage the preparation of reports, briefings, presentations and responses on institutional and strategic issues, related to the Dean’s activities.
• Schedule and coordinate the quarterly Board of Trustees Academic Affairs Committee meetings including meeting agendas and minutes.
• Anticipate and identify issues for discussion at key meetings; identify appropriate meeting participants; prepare all documents and materials the Dean needs for daily appointments.
• Work closely with other offices on campus to set priorities for the Dean’s presence at on- and off-campus events and meetings; provide strategic consultation to the Dean on the planning and execution of development trips, events and appointments. 
• Oversee special projects on behalf of the Dean; interact with senior staff, donors, faculty, students, and community leaders.
• Coordinate travel logistics for the Dean and Associate Deans, complying with all College travel rules and procedures; prepare travel itineraries and documentation; manage billing related travel. 
• Oversee and maintain confidential personnel files for the College of Arts & Sciences, including faculty, administrative and professional staff, and collective bargaining staff.
• Manage StudiOC building and Administrative Assistant.
• Manage projects at the direction of the Dean, Associate and Assistant Deans.
• Manage the dissemination of the Dean’s office supported communiqués.

Marginal Job Functions

 

Required Qualifications

Bachelor’s degree and/or a minimum of 5 years of office experience at an executive-support level; experience working in an academic environment; exceptional organizational and interpersonal skills; superior written and verbal communication skills; excellent ability to work cooperatively and strategically in a team environment; ability to think strategically while managing a complex office and work flow.

Desired Qualifications

 

Quick Link for Posting

http://jobs.oberlin.edu/postings/7513

Compensation

Within the range established for this position, salary will be commensurate with qualifications and experience and includes an excellent benefits package.

Special Instructions to Applicants

To apply, candidates should visit the online application site found at https://jobs.oberlin.edu. A complete application will be comprised of 1) a Cover Letter; 2) a Resume; 3) List of three references; and, 4) Writing Sample.

Review of applications will begin on April 1, 2019, and will continue until the position is filled.

Questions about the position can be addressed to: asdean@oberlin.edu

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