1057 Assistant to the Dean of the Graduate College

POSITION IDENTIFICATION

TITLE Assistant to the Dean of the Graduate College

CLASSIFICATION NUMBER 1057

GRADE 43

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Associate Provost and Dean of the Graduate College

MAJOR ADMINISTRATOR Provost

GENERAL FUNCTION

The Assistant to the Dean of the Graduate College is responsible for coordinating all aspects of graduate processes, including, but not limited to, developing/maintaining databases, statistical trend analysis, resolving student problems, and monitoring student matriculation.  The Assistant to the Dean of the Graduate College is responsible for maintaining and revising Graduate College publications and web pages. The Assistant to the Dean of the Graduate College works collaboratively with the Dean and Associate Dean of the Graduate College to provide support and managerial assistance in the implementation of various operational functions, including budget tracking, within the Graduate College office.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required; a Master’s degree is preferred.

Experience: With a Bachelor’s degree, at least five years of experience in responsible positions in higher education organizing and managing projects and/or activities is required.  With a Master’s degree, at least two years of experience in responsible positions in higher education organizing and managing projects and/or activities is required. Experience working in graduate education is preferred.

Skills: Strong oral and written communication skills, excellent interpersonal and organizational skills are required.  Computer skills including experience in word processing, spreadsheets, and database management is required.  The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Experience with statistical analysis software is preferred. Familiarity with Banner is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides support and assists graduate students to successfully complete their course of graduate studies by resolving problems.

2. Assists with administrative functions within the college by developing and maintaining various databases used to compile, analyze, and report historical data with regard to graduate student enrollment, degree completion, internal grants, funding awards, fellowships, and other records of functions administered by the Graduate College.

3. Assists the Dean in the oversight of college cost center budgets including authorization to process payments, expenditures, and transfers in the Dean’s absence.

4. Provides support for graduate programs administered by the Graduate College.

5. Ensures that Graduate College policies are followed by monitoring student academic progress, including adherence to grade requirements.

6. Oversees the file retention and management system for the Graduate College.

7. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

8. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Provost and Dean of the Graduate College.

9. Helps to ensure the success of the Graduate College by performing all other duties as assigned.

SUPERVISION

The Assistant to the Dean of the Graduate College is supervised by the Associate Provost and Dean of the Graduate College and supervises student employees, graduate assistants, and part-time employees.

OFFICE OF HUMAN RESOURCES

REVISED JULY 2015

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.