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Assistant to the Dean

POSITION:  Assistant to the Dean

DEPARTMENT:  School of Arts & Sciences

REPORTS TO:    Dean, School of Arts & Sciences

WORK SCHEDULE:  Hybrid (3 days on campus; 2 days remote)

PRIMARY FUNCTION:  The Assistant to the Dean provides multiple levels of support to the Dean and other professionals in the Office of the Dean.  The successful candidate will have demonstrated experience in operating in a high-volume and fast paced workplace.  We are in search of an executive-level administrative assistant with significant and demonstrated experience in effectively communicating with and responding to a wide range of internal and external customers; maintaining confidentiality and professionalism at all times; working collaboratively with others to provide administrative support; prioritizing workload; coordinating the Dean’s calendar; managing office operations; supervising work study students; and coordinating meetings and events. 

QUALIFICATIONS:

  •  A bachelor’s degree and previous executive administrative experience in higher education
  • Knowledge of MS Office Suite
  • Proficient with general computer operations
  • Strong writing skills
  • Problem solving skills
  • Willingness to learn and maintain information in systems used by the University: Jenzabar (University database) and Canvas (learning management system)

DUTIES & RESPONSIBILITIES:

  1. Facilitate all internal and external, verbal and written communication from the Dean’s office.
  2. Handle confidential matters for the Dean.
  3. Serve as receptionist (greeting guests). 
  4. Update social media, websites, newsletters, general announcements.
  5. Maintain logs of digital forms processed through the Office of the Dean and assure paperwork is processed in a timely manner.
  6. Compile and maintain chronological list of dates to remember and task/project deadlines for distribution at the department chairs’ biweekly meetings with the dean.
  7. Assist with coordination of faculty searches
  8. Responsible for maintaining the Dean’s calendar.  Schedule meetings and assist with planning details of meetings for the School of Arts & Sciences
  9. Maintain files for full-time and adjunct faculty in addition to departmental files; both digital and paper.
  10. Handle directly or refer problems and issues to appropriate department or individual.
  11. Follow-up phone calls and email.
  12. Attend various meetings and take minutes for committees and task forces when needed.
  13. Assist with budget oversight and operational procedures as needed.
  14. Compile statistical data and reports.
  15. Supervise and oversee work-study students, program, and budget.
  16. Organize and maintain schedule to ensure staff coverage of shared School of A&S administrative office
  17. Other duties as assigned.

Non-Essential:

  1. Perform routine tasks such as, retrieving and distributing mail, filing, typing, copying, etc.
  2. Assist and/or coordinate arrangements for various functions of the School of Arts & Sciences.
  3. Collaborate on projects with other departments.
  4. Manage office operations, order and track supplies, including coordinating maintenance and physical plant requests.
  5. Offer additional support to other staff in the School of Arts & Sciences.

Qualified applicants should forward a cover letter and resume via email to HROffice@pointpark.edu (preferred) or mail to:  
Point Park University
Human Resources Office
201 Wood Street
Pittsburgh, PA 15222

When responding via email please reference - ASSISTANT TO THE DEAN  - in the subject line.

Please submit documents in Rich Text (.txt) Word document (.doc) or Adobe Portable Document Format (.pdf).

All emails submitted will receive an automatic confirmation email.  Due to some junk mail filters, the confirmation email may not reach you.  To ensure receipt of the confirmation email, utilize the return receipt option built into your email program when sending your information. 

NO PHONE CALLS PLEASE.  Due to the high volume of resumes received, Point Park University will not be able to respond to inquiries regarding the status of your resume. If we determine that your skills and experience match the position requirements, we will contact you to discuss the opportunity further. If you do not hear from us, we encourage you to revisit our website at www.pointpark.edu for the status of the position and future opportunities. 

                                                                                               

Point Park University is an Equal Opportunity Employer.