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Assistant to the Dean and Operations Manager

Apply now Job no: 492722
Work Type: Staff full-time
Location: Abilene
Categories: Staff

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Assistant to the Dean and Operations Manager
Posting Location Abilene, TX
Department School of Nursing
Employee Class Nonexempt Full time
Basic Responsibilities A. Assist the Dean in the daily operations needed for management of faculty, staff, SON
leadership, Visiting Committees, accreditation needs, and special projects
B. Provide personal and confidential support to the Dean, assisting in carrying out a vision
for the School of Nursing
C. Facilitate of the SON budgets for the Dean's Office and BSN program, including the
management of all purchasing for the Dean's office and BSN program
D. Serve as office manager to the Dean’s suite, overseeing all operations, leading
administrative staff, and supervising student employees
E. Act as a liaison for the Dean of the School of Nursing, the University, and outside
constituents 
Essential Duties

A. Assist the Dean in the daily operations needed for management of programs, faculty,
staff, SON leadership, Visiting Committees, accreditation, compliance, regulation
needs, and special projects.
1. Prepare and distribute various official communications with input from the
Dean.
2. Assist the Dean with operations needed to meet accreditation, compliance and,
regulation requirements.

ACU School of Nursing – Executive Assistant to the Dean – Job Description – Page 1
3. Coordinate and distribute materials for SON Dean meetings, faculty meetings and
staff meetings, including attending and taking minutes for the SON Dean
meetings.
4. Assist the Dean and Chairs/Directors in recruiting faculty, staff and prospective
students.
5. Assist the Dean with fund-raising, development projects, and other special projects.
6. Manage any special projects within the Dean’s office, including planning,
coordinating, and managing publicity for events.
7. Request and maintain faculty credentials, licensure, and other records
8. Coordinate, create, and approve PAF and ePAFs for all SON positions.
9. Supervise the scheduling and maintenance of Dean and BSN Chair calendars.
10. Attend Dean’s Assistant meetings, implement info from Provost.
11. Serve as building manager for the Zona Luce building and other SON spaces on
campus.
12. Support relationships with clinical partners and stakeholders through management
of clinical contracts, support of clinical data management, and responsiveness to
input from stakeholders.

B. Provide personal and confidential support to the Dean, assisting in carrying out a vision
for the School of Nursing
1. Locate and acquire resources for the Dean, ensuring good stewardship of the
SON’s financial resources.
2. Receive, organize, prioritize, and distribute all of Dean’s mail.
3. Oversee preparation and submission of expense reports for reimbursement as
well as providing accounting for corporate Purchasing Cards for the Dean’s
office and BSN program personnel.
4. Assist with Dean's travel arrangements and oversee preparation and submission of
documentation and reports for Dean's travel, including accounting as required
5. Draft and prepare correspondence and documents for Dean’s signature.
6. Assist the Dean with class preparation and grading as needed.
7. Assist the Dean with research as needed.
C. Facilitate the SON budgets for the Dean's office and BSN program, including the
management of all purchasing for the Dean's office and Abilene residential SON
programs
1. Schedule regular budget meetings to review budget progress
2. Maintain and provide data to support budget transactions and decisions.
3. Facilitate expenditures from SON Dean’s budget and instructional budget through
university processes, including processes required for non-recurring expenses such
as Capital expenditures.
4. Support Dean by generating financial reports and data needed to insure accurate
and timely communication regarding budget issues.
5. Maintain and communicate gift reports to SON leadership.
6. Collaborate with Office of Research and Sponsored Programs for management of
SON grant programs and research opportunities.
7. Support SON processes for Professional Development and maintain records.
D. Serve as office manager to the Dean’s suite, overseeing all operations, leading

ACU School of Nursing – Executive Assistant to the Dean – Job Description – Page 1

administrative staff, and supervising student employees
1. Hire and schedule all student assistants employed in the Dean’s suite.
2. Perform evaluations for all student assistants at the end of each semester.
3. Approve time-sheets as delegated by the Dean.
4. Manage day-to-day operation of the Dean’s office, delegating tasks as necessary.
5. Monitor and evaluate office functions for efficient, effective service.
6. In consultation with Dean and Program Chairs/Directors, implement office
policies to improve quality of service provided to program constituents.
E. Act as a liaison for the Dean of the School of Nursing, the University, and outside
constituents
1. Serve as liaison between the Dean, Chairs/Directors, and faculty concerning
personnel and other administrative matters.
2. Provide guidance and direction to Dean’s office staff in relation to the daily
operations of the School of Nursing.
3. Exercise discretion and judgment in handling student, faculty and staff requests to
determine the best solution and course of action.
4. Serve as a communication link with the Dean on all matters pertinent to his/her
job performance and the success of the School of Nursing.
5. Serve as liaison between SON employees, the Provost’s office and the Human
Resources office to ensure the timely solution to inquiries related to human
resources.
6. Communicate with the faculty on SON management and operational issues to
maintain open, effective relationships within the SON and university.
7. Communicate with university administrators, people in the community, and
outside constituents in an effective manner, projecting a positive image of the
School of Nursing and the Dean’s office.
8. Liaise with clinical and community partners of the SON.

Professional Development Requirements A. Skills
1. Supervisory and management skills.
2. Strong written and verbal communication skills.
3. Strong accounting and budget management skills.
4. Advanced PC skills including Microsoft office software.
5. Google Docs
6. Excel
B. Training Modules Required
1. Banner
2. Banner Finance on the Web
3. TaskStream
4. Online purchasing allocation system
5. JP Morgan
Qualifications A. Professional
1. College degree preferred. A minimum of two years of college and courses in
office administration and business management or six years of related
experience is preferred.
2. Minimum of five years of responsible experience preferred in office management
and administration at the supervisory level, preferably in a university
environment.
3. Strong keyboarding skills, minimum speed of 60 words per minute preferred.
4. Ability to handle confidential and proprietary information.
5. Excellent English, grammar, spelling, and proofreading skills.
6. Ability to learn new technology
B. Personal
1. Professional attitude of loyalty and confidentiality to the Dean, the School of
Nursing, and the University.
2. Management skills.
3. Organizational skills
4. Ability to execute job with minimal supervision.
5. Self-motivated with excellent time management skills.
6. Excellent communication and listening skills; excellent teamwork skills.
7. Professional demeanor and appearance.
8. Ability to prioritize and adapt to demands; ability to organize and manage multiple
projects and multiple deadlines simultaneously.
9. Willingness to adapt to new technologies and learn new skills.
10. Keen problem-solving skills.
Physical Demands 1. Light lifting (up to 25 lbs)
2. Sitting for long periods of time
3. Ability to handle high workload volumes
4. Ability to participate in both on and off campus functions.
5. High energy for fast paced schedule with frequent deadlines.
6. Ability to function efficiently and maintain self-control in stressful situations
Additional Information

ACU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets.  Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

 

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