Assistant to the Dean
COVID-19 Vaccination Policy:
Employees must have received at least the first dose of the vaccine before beginning on-campus employment, be fully vaccinated within 30 days of beginning employment and provide proof of vaccination, unless exempted as provided for in Miami University's COVID19 Vaccination Program and Policy. If you need additional information regarding exemptions, please contact AcademicPersonnel@miamioh.edu or Employment@miamioh.edu.
Job no: 500724
Department: Education Health & Society College
Location: Oxford, OH
Work type: Salary Staff
Status: Full Time
Job Title: Assistant to the Dean
The Assistant to the Dean will manage the Dean’s calendar, coordinate divisional events, conduct research in order to prepare briefing materials, coordinate travel, manage the Dean’s tasks, supervise Dean’s Office administrative staff and coordinate confidential and sensitive communications among EHS units and university administration. This position works closely with several university and college units including, but not limited to, Alumni Relations and Advancement, Operations, Human Resources and Academic Personnel. This position assists the Dean with special projects, as needed, and facilitates assignments, activities and appointments between the Dean and the Dean’s Office and Dean’s direct reports.
The Assistant to the Dean will:
- Manage the Dean's calendar and functions as a gatekeeper to assure prioritization of the Dean’s time. Arrange all appointments and meetings. Arrange all travel itineraries and schedule related appointments, which typically includes 150+ appointments per month and travel between 2-4 times per month. Understands the College’s goals and priorities of the dean, in order to prioritize issues and schedule according to urgency.
- Directs the daily administrative operations of the Dean’s office; functions as a work leader to direct and oversee assignments for the Dean’s office administrative support staff and student employees.
- Makes and maintains high-level contacts of a sensitive nature regarding routine & non-routine issues internally and externally requiring a high degree of discretion and diplomacy and time sensitivity.
- Manages multiple tasks with competing deadlines. Responds to routine & non-routine inquiries regarding college and campus operations, policies and procedures. Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
- Drafts briefing documents for the Dean as well as correspondence and works on other communications projects. Collects and prepares information for use in meetings of EHS leadership and external individuals.
- Develops and manages a database of contacts and a project management system for initiatives and assignments in the Dean’s Office.
- Responsible for overseeing the EHS Faculty and Staff Lounge in McGuffey Hall, including managing purchase of supplies, developing a communication strategy to engage EHS constituencies in the space, and coordinating with appropriate Associate Dean on facilities upkeep.
- Records minutes or notes of meetings as required.
- Creates PowerPoint presentations for EHS community meetings as well as other meetings as needed.
- Functions as a resource to support staff; provides coaching and training to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution.
- Coordinates events that are on behalf of the Dean, including organizing EHS community meetings, EHS advisory council meetings, and Dean’s Student Leadership Council meetings.
- Bachelor's degree with minimum of 3 years professional experience or associate's degree with a minimum of 5 years professional experience or high school diploma with 7 years of professional experience in a relevant position and field.
- Position is not eligible for H-1B sponsorship.
- Consideration may be given to candidates with a bachelor’s degree in business administration, organizational development, or legal issues. Previous experience serving in a high-level administrative support role, including responsibility for managing a busy schedule and making travel arrangements. Excellent written and oral communication skills. Must be able to work effectively and comfortably with various constituencies, including faculty, staff, students and other administrative support personnel both inside and outside the university.
Special Instructions to Applicants:
Submit cover letter and resume. Inquiries may be directed to Jessica Williamson at JessicaWilliamson@miamioh.edu.
Miami University is committed to creating an inclusive and effective teaching, learning, research, and working environment for all.
For more information on Miami University’s diversity initiatives, please visit the Office of Institutional Diversity & Inclusion webpage. For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.
EO/AA Statement/Clery Act:
Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.
As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: http://www.MiamiOH.edu/campus-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at (513) 529-2223.
Labor Law Posters for Applicants:
Miami University is committed to providing up-to-date information from the Department of Labor to our applicants for employment. Here, you will find links to the current information regarding the Family and Medical Leave Act (FMLA), Equal Employment Opportunity (EEO), and the Employee Polygraph Protection Act (EPPA).
Date to Begin Screening Applicants:
Screening of applications will begin September 9, 2022 and will continue until the position is filled.
A criminal background check is required. All campuses are smoke- and tobacco-free campuses.
For questions regarding reasonable accommodations for disabilities, or to follow-up with a request, please contact ADAFacultyStaff@Miamioh.edu or (513) 529-3560.
Advertised: 26 Aug 2022 Eastern Daylight Time