Assistant to the Dean, Liberal Arts

About the role

Provides support for the division dean, faculty, staff, public, students and other areas of the college, handling email and mail correspondence, staff training, adjunct payroll, travel, budgeting, and division records management.

Responsibilities

• Maintains Liberal Arts Division records and reporting, including curriculum data, faculty/staff directory, faculty qualifications, professional development, advisory committee members, and CCL pre/co‑requisites.
• Responds to email and answers the phone, dispenses appropriate information, refers and screens calls when appropriate.
• Takes initiatives to solve problems, division issues, and campus issues to assist the Dean.
• Trains and manages workload and workflow for secretarial positions and work‑study students.
• Manages acquisitions, interprets financial reports, and applies data to maintain budget balances.
• Prepares part‑time contracts, contract amendments, and monthly payroll information; coordinates with accounting office for payroll issues.
• Acts as liaison between Dean, faculty, and other areas of the college.
• Processes and manages purchase orders and e‑procurement requisitions.
• Promotes university partnerships and attends university transfer meetings with current and prospective articulation partners; manages and maintains university partnership agreements, updates transfer course lists and assists with training of faculty and others.
• Collects and reports data on university program success and transfer partnerships.
• Routinely processes forms (travel, expenditure authorizations, etc.) and maintains an inventory of selected institutional forms.
• Prepares and maintains instructor composite schedule.
• Verifies all documents requiring the Dean's signature for accuracy and completeness.
• Prepares routine correspondence and information without instructions.
• Orders office supplies and forms as needed; reviews and updates supplies inventory levels.
• Prepares full‑time temp request forms and non‑instructional worksheets for HR to generate contracts; audits time sheets for accuracy for submission to HR.
• Manages the process of adding/updating programs of study, curriculum data sheets, and catalog information; tracks, maintains, and reports all data for programs.
• Prepares meeting agendas and prepares and distributes minutes.
• Manages complex records and information systems, ensuring accurate organization, secure maintenance, and efficient retrieval of digital and physical documents.
• Delivers and picks up divisional mail from the mail room; screens, prioritizes and processes mail.
• Arranges for routine maintenance and repair of office equipment as necessary.
• Manages assignment of resources (keys, computers, furniture, supplies) for division faculty and staff.
• Updates and maintains division website.