Assistant to the Dean of Academics

Assistant to the Dean of Academics

Job Locations US-NJ-Lawrenceville

2024-1846

Category

Administrative / Clerical

Type

Active Full-time

Overview

This individual will have primary responsibilities for administrative and secretarial support, special projects, and strategic initiatives for the Dean of Academics Office.

This individual will be responsible for administrative support of various initiatives directly impacting faculty, staff, students, and parents, including scheduling, budgeting, maintaining official records and communicating the academic operations of the school.

Some weekend and evening hours required to support key academic programs, alternative class schedules, student registration and commencement.

Willingness and ability to work a 8 : 00 am - 4 : 00 pm work day.

Responsibilities

Support the logistics, record keeping and reporting for key academic and school-wide initiatives.

• Maintain the daily schedules, logs, student metrics and data.
• Maintain department budgets, create expense reports and reimbursements and submit invoices to Finance Office.
• Maintain and create a filing system for efficient organization, storage, and retrieval of files.
• Prepare academic correspondence for Dean of Academics, including letters at interim periods and end of term.
• Track student grades and prepare reports based on academic standings.
• Arrange meetings with faculty, parents, students and interviews when necessary.
• Provide general administrative support to the Dean of Academics and Director of Teaching and Learning.
• Arrange travel details.
• Attend Trustee Meetings - prepare minutes.
• Order all office supplies.
• Schedule Academic Review Committee Meetings.
• Run reports for Dean of Academics.
• Assist Department Chairs when needed including the setup retreats and lunch meetings.
• Assist during Course Registration preparations.
• Provide support during school registration days.
• Help organize and disseminate Summer Reading information.
• Assist the Dean of Academics, Dean of Students, and Level Directors with the Academic Awards.
• Communicate special schedule / schedule change information to community in timely manner.
• Collaborate with Dean of Faculty's office in supporting new faculty orientation in August.
• Coordinate all logistics related to academic field trips (forms, reservations, transportation) and academic showcases.
• Oversee school exam schedule, locations, and exam logistics.
• Work with chairs and Director of Educational Support on exam schedule and locations.
• Provide reporting, class information and real-time data to Department Chairs for exams plans (number of students in multi-section courses, identify students taking more than one class in a discipline, keep track of students unable to take due to medical or other situations.)
• Place work orders for exam set-up.
• Update and send out exam schedule to community.
• Ensure that each exam location has needed supplies.
• Proctor exams in office as needed.
• Communicate with infirmary and Dean of Students office to identify students not present at exams.
• Develop plan / schedule for students needing to make up exams.
• Maintain list of students absent and work out a plan to complete exams. (including proctoring exams outside regular hours)
• Set-up and facilitate the end of term presentation sessions for Independent Study and Research courses.
• Coordinate all outside academic program applications : main contact between School and outside organizations. (NJ Governor's School program;

Princeton University programs)

• Responsible for NCAA updates
• Check NCAA three times a year to ensure that our students are D1, D2, or D3 eligible.
• Enter new classes for NCAA approval and notify the Registrar, College Counseling, and Dean of Academics. If the course is denied, submit supporting materials for re-evaluation
• Coordinate preparation of annual student planners.
• Support summer academic programs with transportation, field trips, books, and supplies.
• Create Google sheets for Class Planning to help faculty create their course curriculum.
• Perform other duties as requested.

Qualifications

• High School degree, Bachelor's preferred.
• Demonstrated experience with Microsoft Office Suite and Google Software is required. Experience with Veracross is preferred.
• 3 years experience working as an administrative assistant.
• Boarding or independent school experience preferred.

Must have exceptional organizational skills and function well as part of a collaborative team. Must work well both independently and with colleagues.

Must possess excellent interpersonal skills, both verbal and written - necessary to communicate with both internal departments and external vendors.

Must be self-motivated, detail-oriented, and adept at multitasking. Flexibility to adapt to changing needs, and an enthusiasm toward new assignments.

Excellent analytical and problem-solving skills, as well as a strong customer focus.

Ability to maintain neutrality and work under stress.

Ability to maintain confidentiality and sensitivity to privacy.

Proficient with Microsoft Office and Google Suite. Willingness and ability to learn additional applications as needed.

Demonstrated ability to work with students by building trust and credibility.

Ability to handle multiple priorities and deadlines simultaneously.

Ability to follow verbal and written directions, and maintain a professional demeanor and restraint at all times, including in stressful situations.

Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.