Assistant to the Dean, Cummings School of Architecture - Roger Williams University - Roger Williams University

Reporting to the Dean of the Cummings School of Architecture, the Assistant to the Dean is responsible for assisting the Dean with matters related to the operation of the office, as well as working with the clerical staff to provide a variety of administrative support services.

Essential Functions/Characteristics

• Work closely with and on behalf of the Dean in budget management by managing and reviewing monthly budget reports.
• Prepare a breakdown of all budget related activities including payroll and operation expenses.
• Analyze or interprets budget information and makes recommendations to the Dean.
• Maintain all Cummings School of Architecture and related ongoing, established project and special project budgets including billings, budget summaries, expense reports, requisitions, payroll contracts and personnel requisitions.
• Prepare budget correspondence, requisitions, account payable forms, maintenance requests, and other as needed.
• Manage the staffing process by preparing job postings, contract offer letters and personnel action forms for adjunct faculty and visiting faculty.
• Prepare all documentation necessary for faculty compensation for courses, course overloads, workload balancing, disbursements for travel, entertainment and honorariums and consultancy contract payments.
• Manage the budgeted staff development fund.
• Work with a variety of departments on key University initiatives; processing grants and managing finances, managing gifts for student scholarships, and on gifts from corporate partners and foundations.
• Oversee public event logistics including travel arrangements and payments for presenters.
• Collate relevant information annually for accreditation, and assists the Dean in preparation of Annual Report to the National Architectural Accrediting Board (NAAB), as well as at completion of accreditation term cycles.
• Oversee maintenance of school records, files, and materials including personnel, budget and accreditation-related information including reviewing and recommending student academic actions concerning such as probation, suspension or dismissal.
• Operate as the primary contact for the Dean. Maintains a weekly schedule, and screens mail and visitors for the Dean.
• Keep the Dean informed regarding the results/status of projects, contacts, and assignments which have been made.
• Communicate intelligently on behalf of the Dean in person, on the telephone, and in correspondence as the primary contact for the Dean.
• Remain familiar with the Dean's calendar, course catalogs, class schedules, semester calendars, academic policies, faculty and students' guides, and other documents essential to the on??-going high-level functioning of the school.
• Prepare written and oral communications as directed by the Dean.
• Maintain personnel records for department faculty inclusive of resumes, inter-departmental correspondence and memos as directed by the Dean.
• Maintain school files and all data relevant to the school, including statistical reports and summaries.
• Maintain faculty evaluations schedules, and collects student evaluations of faculty for the Dean's review.
• Maintain school files and all data relevant to the school, including statistical reports and summaries.
• Work with clerical staff, providing direction and information on day-to-day operations and communicating larger objectives and specific details including prioritizing what is undertaken between amongst the clerical staff and the Administrative Assistant.
• Coordinate hourly staff in areas such as scheduling and assignments of duties and special projects.
• Assist in training and assigning tasks for student assistants in the office.
• Initiate and supervises financial relationships and work hours correspondence for a variety of programs between, external partner firms and non-profits, and the Financial Aid office.
• Handle the first pass of statistical data used for decision making by the Dean.
• Handle the design formulation, organization and presentation of materials in Excel and captures all the relevant data needed such as studies of current students, faculty load and other statistical data for CSA.
• Interact with students, faculty, parents and outside people, both in person and on the telephone, answering questions directly related to CSA and other aspects of the programs offered within CSA.
• Provide clerical support for advisement related activities unique to the school, as directed by the Associate Dean which involves the preparation of statistical analysis.
• Maintain student dockets and other program related records and materials, including Student Advisement guides and Advisor assignments, as directed by the Associate Dean.
• Perform secretarial and technical duties, such as use of computer and word processing, relating to the daily routine procedures of the school.

This is a full-time (35 hours) PSSA Level 4 Clerical Union position.

• Associates degree or an Administrative Assistant or similar certification.
• At least 5 years of clerical office experience.
• Demonstrated computing skills and efficiency utilizing complex computing applications on the systems and programs of University's choice, currently by way of example, Microsoft Office Suite, University time keeping system and other data systems.
• Strong organizational, time management and personal skills needed.
• Writing, proofreading, editing, and excellent English skills to handle correspondence.
• Excellent communication skills needed.
• Knowledge of University's procedures and practices with good problem-solving skills.
• Ability to function independently with clear attention to detail.
• Maintain confidentiality of all school and university information.
• Willingness to work closely with the faculty, students and staff on behalf of the Dean.
• Ability to handle financial work.
• Strong organizational, time management and personal skills are needed.
• Writing, proofreading, editing, and excellent English skills needed.
• Knowledge of the University's procedures and practices, especially those of the CSA and strong problem-solving skills.
• Ability to function independently with attention to detail.
• Must be familiar with catalogs, class schedules, semester calendars, academic policies, faculty, and student guides.
• Willingness to work closely with the faculty, students and staff on behalf of the Dean.

At the University's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Roger Williams University is an affirmative action/equal opportunity employer and committed to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit