| A. | 40% | Advanced Program Support to the Associate and Assistant Dean of Academic Affairs |
| | 1. | Assist in prioritizing communications and inquiries for reply by the Associate Dean or other members of the Associate Dean's staff. Act as an intermediary between staff, students, the public and the Dean's, interpreting and prioritizing incoming tasks and handling or referring to appropriate staff. Use independent judgment in assessing the urgency of problems and questions from students and the public and determine which issues need to be referred to the appropriate Dean and/or other staff. Take independent action on matters where appropriate, communicating issues and problems and providing solutions. Facilitate problem solving techniques in matters concerning student issues on the Dean's behalf when appropriate. Obtain necessary information for the Associate and Assistant Deans so they are fully informed in order to respond to inquiries and correspondence. Respond to unpredictable needs and demands in a timely, professional manner. This requires judgment, discretion, and knowledge of the College of Engineering and University regulations. |
| | 2. | Independently compose draft correspondence for the Dean's signature and/or own signature, including complex responses that require compiling or obtaining information in order to respond to inquiries, phone calls, or correspondence. Research and compile info for reports or assigned segments of reports. Prepare final copies of letters, reports and memoranda from electronic mail messages to handwritten drafts. The subject matter of such correspondence will include topics of a sensitive and confidential nature in matters relative to employer-employee relationship and the grievance process, collective bargaining, strategy information, alternative courses of action and management policies. |
| | 3. | Respond to inquiries and requests from faculty, staff, students and parents, and provide information or redirect appropriately. This requires knowledge of the College departments, and university structure. Receive and interpret inquiries and requests from current and prospective students, based on familiarity with the College of Engineering and related campus academic programs. |
| | 4. | Maintain the complex electronic calendar for the Associate and Assistant Dean. Schedule appointments and meetings of various individuals, committees, students and groups. Given the individuals involved in many of these meetings (e.g., other School and College Deans, Department Chairs), this is frequently a complicated task. Must be cognizant of the Dean's activities, travels and whereabouts at all times. |
| | 5. | Ensure appropriate handling of all confidential information flowing into and out of the Dean's office. Act on behalf of the Associate Dean and Assistant Dean at their request. The nature of such material can involve issues on collective bargaining or disciplinary grievances. This requires judgment, discretion, confidentiality and knowledge of the College of Engineering and University administrative structure. |
| | 6. | Coordinate arrangements; assist the Associate and Assistant Dean in planning travel to attend various meetings and conferences and process travel expense reports. |
| | 7. | Serve as leadworker and plan, prioritize and delegate work assignments as necessary. Maintain an overall awareness and understanding of work flow in the office. Determine priority of all incoming mail, correspondence, and telephone communications. |
| | 8. | Assist in project completion such as administration of Polygon scholarships and faculty awards. |
| | 9. | Assist in forming search and screen committees related to positions in academic affairs, maintaining files and communicating with candidates. |
| | 10. | Independently process loan applications for engineering short term loans. Verify applications for completeness and accuracy and sign off on loan applications. |
| | 11. | Other duties as assigned. |
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| B. | 25% | Academic Affairs Responsibilities: These tasks involve specific duties related to the Office of Academic Affairs and the range of staff that require assistance. |
| | 1. | Interpret College and University rules and regulations for students, staff, and faculty advisors within the College. These regulations involve graduation requirements, probationary or dropped students, course credit load questions and adding/dropping of courses. Interpret and answer questions related to DARS reports for students and faculty. Advise students in filing appropriate forms, seeking appropriate information to complete these forms and meeting deadlines. This requires extensive knowledge of all College of Engineering regulations and experience in judging which academic actions need further review by the Assistant Dean. |
| | 2. | Develop mastery of complex ISIS student record computer transactions to support advising and other activities. Provide training and troubleshooting help to other staff with ISIS questions and problems. |
| | 3. | Independently each month compile and collect College course proposals, DARS substitutions and other curriculum related issues for the College APCRC (Academic Program Curriculum and Regulations Committee) committee. Schedule meetings, communicate with committee members, prepare agendas, type and distribute minutes and prepare materials for final approval by the campus Physical Sciences Committee. |
| | 4. | Manage the maintenance of current, inactive and graduate student files. Maintain current familiarity with campus records retention policies and coordinate with campus archives to ensure that the Dean's office is in compliance. |
| | 5. | Independently coordinate the updating of the Undergraduate Bulletin for the College of Engineering. Work with departments to make sure updated information is received in a timely manner. |
| | 6. | Take the lead in handling mass emails to students regarding deadlines and requirements. |
| | 7. | Take lead in maintaining student files and Associate and Assistant Dean office files. |
| | 8. | Create and submit PVL's, waivers and related recruitment documents when hiring academic staff. Create database of applicants, correspondence for acknowledging applications, follow-up, updates on search committee's process, scheduling of interviews and follow-up with applicant pool. |
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| C. | 10% | Develop and Maintain DARS (Degree Audit and Recording System). The DARS report is the official university document of record to verify that a student has met all of the requirements for a engineering degree. This person is the only classified person within the college that has the knowledge to update this complex software. |
| | 1. | Verify that degree requirements have been satisfied for all bachelor's degree candidates within the DARS degree program. Work with college departments to make sure all students satisfy department and college requirements. Compile and verify all undergraduate graduation lists for the registrar's office. The College of Engineering is one of the few colleges within the University that does their own graduation checking. |
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| D. | 15% | Provide Academic Administrative support to InterEGR courses. |
| | 1. | Create and submit PVL's, waivers and related recruitment documents when hiring academic staff and graduate assistants in our unit. Prepare and coordinate the placement of advertising for these positions in newspapers, magazines and online. |
| | 2. | Assist Associated Dean in preparing and monitoring budget for the InterEGR course offerings. |
| | 3. | Ensure staffing decisions and timetable scheduling are completed in a timely manner. |
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| E. | 10% | General office duties. |
| | 1. | Maintain a complete record of all Academic Affair expenditures. Prepare all TER's, requisitions, PIR's and other financial forms as needed. Use WISDM to verify account balances as necessary. |
| | 2. | Monitor and control academic affairs procard. |
| | 3. | Order and maintain inventory of office supplies for academic affairs. |
| | 4. | Assist staff on use of office equipment; oversee routine maintenance of office equipment. |
| | 5. | Set up conference calls and webinars through various vendors as needed. |
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