Assistant to the Dean/Associate Dean - BEPD

About the role

The Assistant to the Associate Dean for Business and Economics, Computer Information Systems, Cisco, Cybersecurity, and Culinary Arts + Hospitality Management at Henry Ford College provides administrative and operational support for the Dean and Associate Dean within the Academic Affairs Division.

Responsibilities

• Manage calendars and meeting coordination for the Dean and Associate Dean.
• Process and track Personnel Action Forms (PAFs) for adjunct hires and special contracts.
• Prepare/process full-time and part-time faculty payroll contracts and faculty load sheets.
• Collect and maintain instructor syllabi and grade submissions each term.
• Record and distribute meeting minutes for ILT and department meetings.
• Execute, analyze, and manage special projects/reports assigned by Dean/Associate Dean.
• Plan and coordinate department events, meetings, and participate in campus events.
• Assist with budget maintenance and tracking expenses.
• Provide administrative support to full-time faculty.
• Career development
• Coordinate job postings and support hiring processes for adjuncts, faculty, and support staff, and student workers.
• Schedule and supervise student workers.
• Maintain faculty evaluation records.
• Oversee faculty travel request processing.
• Prepare/process check requests, requisitions, and hosting forms, mileage, and travel requests.
• Manage P-card transactions/reconciliation.
• Notify students of class cancellations and section changes.
• Track instructor absences and arrange substitute coverage.
• Coordinate course scheduling communications with Registrar and department Chairs.
• Maintain the School/Department inbox and manage email distribution lists.
• Facilitate AFO scheduling.
• Process student waivers.
• Manage student concern tracking.
• Maintain and stock supplies.
• Oversee maintenance of copiers, printer, and scantron machines.
• Distribute incoming mail and manage mailbox assignments.
• Post classroom cancellation notices and support general office organization.
• Provide customer service (phone, e-mail, in person).
• Serve as an information source to faculty, staff, students, and the public.

Qualifications

• Aceess to a minimum of three (3) years of administrative support experience, preferably in higher education.
• Oral Communication – Expresses information effectively, takes into account the audience and nature of the information; makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.
• Written Communication – Writes in a clear, concise, organized, and convincing manner for the intended audience.
• Attention to Detail – Is thorough when performing work and conscientious about attending to detail.
• Clerical Skills – Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• Demonstrated proficiency using Microsoft Office 365.
• Computer Skills – Uses computers, software applications, databases, and automated systems to accomplish work.
• Creating Efficiencies – Consistently seeks to perform work unit tasks in a cost-efficient manner; identifies ways to produce the same level and quality of work while utilizing fewer resources; creates an organizational climate in which cost effectiveness is valued and rewarded.
• Helping – Pitches in to help support when workload is high; minimizes disruptions and helps others overcome bureaucratic work obstacles; works with leaders in other organizational units to keep work flowing smoothly.
• Interpersonal Skills – Shows understanding, friendliness, courtesy, tact, empathy, concerns, and politeness to others; develops and maintains effective relationships with others.
• Information Management – Identifies a need for and knows where or how to gather information; organizes and maintains information or information management systems.

Additional Information

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Performing additional job-related duties not listed above may be required as assigned.