Assistant Dean for Operations
Job no: 513520
Work type: Staff Full Time
Categories: Executive Positions, Administrative & Office Support
OFFICIAL JOB TITLE: Assistant Dean for Operations
DIVISION: Academic Affairs
DEPARTMENT: College of Arts & Sciences
BARGAINING UNIT STATUS: Non-Unit
FLSA STATUS: Exempt
EEO STATUS: 1.3
JOB CODE: 023
REPORTS TO: Dean of the College of Arts & Science
SUPERVISES: Administrative staff in the Office of the Dean
SUMMARY PURPOSE OF POSITION: Assists the Dean with administration of the college. Working collaboratively with the Dean, College of Arts & Sciences (CAS) Department Chairs, and offices across campus, the Assistant Dean for Operations oversees the management of College operations, including planning and implementation of temporary instruction staffing, coordination of course schedules, coordination of admissions and other events for the College, and directly supervising staff. The Assistant Dean for Operations provides budget and productivity analyses for faculty workload and temporary instruction needs, works with both University Marketing and departments to develop and deploy marketing materials and campaigns, and develops and deploys internal messaging to students and others. The Assistant Dean for Operations supervises office staff and ensures efficient work flow and distribution. This position assists with student-related issues for the College and follows best practices to build and support student recruitment and to meet strategic objectives for the persistence and timely graduation of all the student population. The Assistant Dean for Operations must share the College’s commitment to inclusivity and the success of all students. Some evening and weekend work are required and travel at times may be necessary. This is a professional management position that operates with broad authority and functions as a part of the executive management team. The incumbent is a confidential employee defined in M.G.L. Chapter 150E, Section 1. The Assistant Dean of Operations is expected to maintain exceptionally high degrees of confidentiality, discretion and customer service in all matters related to this position.
EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:
- Participate at a senior level management level in strategic planning, allocation of resources and formulation of policies and procedures at the College.
- Work collaboratively with the Dean and other CAS Dean’s office staff to carry out annual fiscal preparation, including planning and implementing full-time and part-time teaching staffing, teaching assistants, and graduate assistants.
- Work collaboratively with Department Chairs and Program Directors in analysis of student needs and faculty workload to plan and implement course schedules.
- Evaluate department course schedules and departmental temporary instruction allocation each semester.
- Manage the CAS temporary instruction budget, including identifying Part-Time Lecturer (PTL) and teaching Assistant (TA) needs of departments, projecting annual costs, processing contracts, monitoring and reconciling temporary instruction budget reports.
- Conduct workload and productivity analyses of full-time and part time faculty, including tracking course releases, FMLA releases, and sabbatical leaves.
- Make recommendations for fiscal and workload efficiencies and department budgets.
- Responsible for developing and maintaining budgets, revenue and expense accounting.
- Supervise office staff ensuring appropriate distribution of work and efficient work flow and operational excellence.
- In consultation with the Dean, develop, implement and monitor internal policies and procedures making recommendations based on university, state and federal policies and regulations.
- Represent the Dean of the College of Arts & Sciences at various events throughout the year including, but not limited to, undergraduate admissions events; oversee coordination of activities as required.
- Manage and coordinate organization of CAS Open Houses and other prospective student events.
- Serve as the College liaison to select university committees and offices, including but not limited to the Offices of Admissions, Marketing, and Registrar.
- Work with departments and others to develop and deploy marketing materials and campaigns.
- Maintain and update CAS social media.
- Serve as a liaison to the College Dean’s Advisory Board.
- Work collaboratively with CAS Associate Dean(s) and Dean on AQAD program review timelines and site visits.
- Back up the CAS Assistant Dean for Student Affairs in addressing student inquiries, requests, and complaints.
- May teach up to one course per year during the academic year.
- Represent the College and administer special projects as assigned by the Dean.
- Perform other related duties as assigned.
MINIMUM REQUIRED QUALIFICATIONS:
- Master’s degree from an accredited university or college.
- At least five years of experience working in higher education as a full or part-time faculty member or as an academic administrator.
- Master’s degree or higher from an accredited university or college in one of the disciplines of the College of Arts and Sciences.
- Five or more years of experience with budget analysis and projection.
- Experience supporting workplace, educational, or community diversity, equity, and inclusion goals.
- Experience teaching in person undergraduate classes.
- Experience teaching online classes.
- Experience with customer relationship management (CRM) and using CRM software.
- Knowledge of and sensitivity to collective bargaining practices and procedures.
- Event planning experience.
- Marketing experience.
- Supervisory experience.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Excellent interpersonal skills and the ability to deal diplomatically with students, staff, faculty, and the public.
- Excellent oral and written communication skills.
- Excellent organizational skills and the ability to manage and meet multiple overlapping deadlines.
- Demonstrated ability to work with individuals from a wide range of ethnic, cultural, racial, and socioeconomic backgrounds.
- Skill with data management and analysis as needed to construct and interpret data sets related to costs, efficiency, etc.
- Skill as a successful team builder, fostering decision-making while rewarding innovation and productivity;
- Familiarity with general university organization, including academic rules, policies, and practices.
- Ability to maintain strict confidentiality.
- Knowledge of current trends and practices in higher education.
- Knowledge of practices and procedures of work in a unionized environment.
- Working knowledge of software such as PeopleSoft financial systems, human resource systems, and student records systems.
- Strong expertise with Excel spreadsheets.
- Ability to provide leadership and direction to direct reports and others who closely interact with this position.
NOTE: This position has the possibility for remote work (one day per week).
Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship not available.
Effective September 27, 2021, UMass Dartmouth requires that all members of the campus community are fully vaccinated against Covid-19 and provide proof of vaccination. Additionally, all members of the campus community must obtain a Covid-19 booster shot and provide proof when requested. Individuals who are not yet eligible to receive a booster shot must obtain one within 30 days from the date they become eligible.
To apply, please submit a letter of interest, current resume and the contact information for three professional references.
The review of applications will begin immediately and continue until the position is filled.
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