Administrative Assistant - Dean of Arts & Sciences

Description

The Administrative Assistant I - Dean of Arts & Sciences reports directly to the Dean of Arts and Sciences and is responsible for efficiently and effectively assisting the Dean with area functions. This position performs a variety of administrative assistant functions supporting the Arts and Sciences Department. The Administrative Assistant shall maintain confidentiality and a positive customer service orientation.

Job Duties

ESSENTIAL DUTIES

• Provide a wide range of direct assistance to the Dean to execute the functions of the Dean's Office efficiently and effectively
• Provide a wide range of direct assistance to all faculty in the Arts and Sciences Department
• Enter WSCC credit courses for Summer, Fall, and Winter semesters into Jenzabar and ensure there are no scheduling conflicts, i.e., faculty or room conflicts
• Enter the appropriate number of chair hours, release time hours, and alternate assignment hours into Jenzabar
• Attend course scheduling meetings with the Dean and the Vice President of Academics and Student Services
• Monitor the course schedule routinely for necessary changes, such as additions, cancellations, alterations, and conflicts; notify other campus departments of such changes
• Assist the Dean with course scheduling at off campus sites
• Assist the Dean and the Vice President of Academics and Student Services with agenda planning for various meetings
• Attend re-occurring semester meetings including, Academic Leadership Team (ALT), Faculty, Chair/Director, Curriculum, Academic Planning, and other meetings as designated by the Dean
• Record and prepare official minutes for the Academic Leadership Team (ALT)
• Assist the Dean and the Faculty with calculating teaching loads for full-time and adjunct faculty
• Review for accuracy and submit to the Payroll Office full-time faculty load sheets (fall and winter semesters)
• Review for accuracy and submit to the Human Resources Office adjunct faculty teaching contracts (fall and winter semesters)
• Review for accuracy and submit to the Human Resources Office summer faculty teaching contracts
• Prepare and submit to the Payroll Office the worksheet for adjunct faculty stipends
• Assist the Dean with scheduling various faculty meetings including IAP, EOY, and classroom observations
• Assist the Dean with onboarding of new faculty
• Assist the Dean with special projects as assigned by upper administration
• Assist the Dean with updating the information included in the Adjunct Faculty Handbook annually
• Assist the Dean with maintenance of the Virtual Faculty Center and academic Teams/SharePoint sites
• Assist the Dean with Teaching and Learning Summits and other events and campus tours as designed by the Dean
• Prepare Arts and Sciences adjunct faculty list each semester for various campus departments
• Serve as the primary faculty contact for reporting class cancellations
• Post faculty call-in cancellations on my.notify and on the classroom
• Create and post room schedule signs each semester
• Collect, post, and track syllabi for each credit course each semester
• Assign adjunct faculty offices
• Monitor the departmental budgets and supply the Division Chairs with budget reports
• Process expense reimbursements for the Dean, traveling faculty, and guest speakers/artists
• Assist with the HumanKind events by processing travel reimbursements, payments to guest speakers/artists, making hotel reservations, ordering food, etc.
• Process check requests for bill payment
• Enter accounting codes monthly for p-card purchases for multiple people in Arts and Sciences Department

ADDITIONAL DUTIES

• Serve as receptionist/point person for the Arts and Sciences Department
• Complete on-going professional development in compliance with the Strategic Plan
• Communicate professionally and effectively
• Process incoming and outgoing mail
• Order classroom and office supplies for the Arts and Sciences Department
• Work collaboratively with the Administrative Assistant for Occupational Programs and provide back-up when needed
• Supervise and train student worker(s) when applicable
• Maintain and safeguard equipment, software, and facility areas
• Comply with College policies and procedures
• Maintain a safe work environment
• Perform other duties as assigned

Qualifications

• Associate degree (2 years) in office administration, business, or related field, OR equivalent work experience/training directly related to job responsibilities
• Prior work experience supporting administrative functions

To be the best fit for this position you need:

• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook)
• Excellent communication, organizational, and customer service skills
• Ability to prioritize tasks, work independently, and handle confidential information with discretion

For best consideration, submit the below materials by August 10, 2025. Review begins immediately and will continue until position is filled.

• West Shore Community College application
• Letter of application specifically addressing the areas of responsibility and qualifications
• Resume

West Shore Community College is an equal opportunity/affirmative action employer committed to achieving excellence and strength through diversity. Americans with Disabilities Act (ADA) compliance requires West Shore Community College to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations. The College enforces a drug-free workplace. Successful applicants may be required to submit to drug testing.