Website Regis University
Assistant to the Dean
Northwest Denver Campus
Scheduled Weekly Hours:
Requested Start Date for this Position:
01/15/2024 – 28 days to go
Northwest Denver Campus
Full-time or Part-time:
The Assistant to the Dean is responsible for performing essential functions for the Rueckert-Hartman College for Health Professions (RHCHP) and providing advanced administrative coordination for the Office of the Academic Dean. This position requires constant oral and written communications with faculty, staff, students, all levels of University administration and personnel, and external constituents. The duties of this position are broad in scope, requiring the individual to be able to quickly learn and adapt to new technology, prioritize and re-prioritize tasks, possess exceptional organizational skills, and effectively handle a variety of tasks concurrently. The position calls for a highly visible representation of the Academic Dean, the College, and the University in a variety of settings. Accordingly, it is essential that the individual maintain poise, professionalism, and confidentiality at all times.
Working at Regis University
As Regis employees, we embrace our Jesuit Catholic values of respect, inclusion and equity, and welcome employees, faculty and students from all faiths and cultures. Together, we perform our duties in alignment with the mission of the University and seek dedicated individuals to contribute to and strengthen that mission and our service to students.
Take a moment to consider our Total Rewards package:
– A generous tuition benefit for employees, spouses, and dependents
– Paid Mission leave to give employees time to volunteer in the community
– Options for flexible work
– Additional time off each year when the University closes for Winter Break
– Medical, dental, and vision insurance
Special Instructions to Applicants:
Please submit a resume, cover letter and list of references with your application. Current employees, please submit an application by logging into Workday. Click on the Career Worklet and access the internal site.
Major Duties and Responsibilities:
60% Advanced Administrative Support
• Serve as primary support performing advanced administrative duties for the Academic Dean of the Rueckert-Hartman College for Health Professions. Support includes assisting with organizations that involve the Academic Dean in an official capacity. Also assist the Academic Dean in activities as a consultant to outside agencies and academic institutions requiring expertise.
• Act as a liaison between the Academic Dean and the School Deans, division and department leaders, coordinators, faculty, staff, and students within the College, the University, and the public sector. Requires a high degree of visibility in representing the Academic Dean.
• Coordinate logistics for all interprofessional education activities/events (an important part of RHCHP’s strategic plan and an accreditation requirement) within the College. For each interprofessional activity, ensure the appropriate mix of students from each of the health care programs. This fosters an appreciation among students for each profession and how they need to work together to enhance patient outcomes.
• Maintain Academic Dean’s calendar on a daily basis. Schedule and arrange meetings and appointments for the Academic Dean within the University and with outside agencies.
• Draft correspondence for the Academic Dean and the associate deans. Proofread and format documents as needed.
• Assist the Associate Dean at interprofessional education events, serving as the point of contact for logistics and troubleshooting.
• Establish and oversee organizational systems. Perform and prioritize tasks including creation of correspondence, business forms, schedules, minutes, and reports. Coordinate events and receptions.
• Coordinate catering and travel as necessary.
• Schedule meetings for associate deans.
• Responsible for the purchasing needs of the Academic Dean’s Office. Review and reconcile purchasing card statements. Process reimbursements as needed.
• Set up large meetings for the Office of the Academic Dean (e.g., RHCHP Advisory Board, Faculty Assembly, etc.)
• Work with RHCHP’s Academic Council and nominating committee chair to coordinate the annual elections and new committee members for both RHCHP committees and University committees on which RHCHP has representation. Maintain up-to-date committee lists and track member term dates.
• Responsible for taking minutes and providing other administrative support to RHCHP’s Academic Leadership Council.
• Cultivate positive working relationships with faculty and staff across the University.
• Assign tasks and provide supervision to office work-study student.
• Provide pivotal staff leadership in the College and head Staff Assembly and subcommittees as needed.
18% Administrative Support for College PhD Programs (Nursing Fall 2024 start)
• Set up systems, processes, and procedures for Graduate Assistants, including hiring checklist, job descriptions, GA agreements, and stipends and/or scholarships.
• Manage manuscript submissions, including producing Proposal Title Signature Pages, Plans of Study, Appointments and Changes to Doctoral Committees, Scheduling Doctoral exams, Verifications of Research Subject Compliance, etc. Manage and maintain forms as appropriate.
• Report information for SED
12% Social Media/Technology Management
• Strategically develop and post content about the Rueckert-Hartman College for Health Professions to engage current and prospective students, donors, and employees. Monitor social media platforms and respond to comments and messages. Analyze and report on outcomes and trends.
• Compile and draft the RHCHP e-News, a bi-weekly communication of happenings across the College and at the University level. Responsibilities include gathering relevant information and pictures from the schools and divisions in RHCHP; writing, editing, and formatting the content; and sending out the e-News to faculty, staff, and select members of University administration.
• Utilize the University room scheduling database to reserve rooms needed for special events and meetings. Request optimal meeting space based on participants and technology needs. Troubleshoot technology issues in collaboration with Information Technology Services and/or Media Services.
• Work collaboratively with Administrative Technology Coordinator to maintain the RHCHP SharePoint site with updated information (agendas, minutes, committee lists, etc.). Manage the SharePoint Calendar used by all RHCHP academic units.
• Mine data for College’s annual report to the President and Board of Trustees, accreditation documents, and other reports as needed.
• Create surveys using online web tools for various College needs. Ensure appropriate question and answer structure, question flow, and accuracy before activating survey site.
10% Registrar-related Functions
• Coordinate with the Office of the Registrar to identify students in academic jeopardy within the Rueckert-Hartman College for Health Professions. Communicate with the directors and chairs, as well as the students’ academic advisors. Prepare and distribute letters each semester for students in academic jeopardy (warning, probation, and suspension). Ensure that copies of letters are distributed as appropriate.
• With information from the Office of the Registrar, prepare and distribute letters and certificates to students attaining Academic Dean’s List status. Ensure that copies of letters are distributed as appropriate.
• Review and verify graduation applications submitted by RHCHP students. Compare with information in Colleague, Regis’ student management system before routing forward.
• Bachelor’s degree.
• A minimum of three to four years of administrative office experience with progressively increasing responsibilities required.
• Professional written and oral communication skills and the ability to prioritize and balance multiple tasks required.
• High level of computer experience using Microsoft Office, web-based survey and data retrieval tools required. Experience with Colleague and other University database systems preferred.
The following skills, abilities and physical requirements can be performed with or without accommodation.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.
• Speaking — Talking to others to convey information effectively.
• Coordination — Adjusting actions in relation to others’ actions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Decision Making – Making independent decisions daily, addressing the best way to handle specific tasks.
• Communication and Collaboration – Collaborating with other support personnel and management on a regular basis.
• Organizational Skills – Knowing how to prioritize tasks to stay organized.
• English Language — Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Mathematics – A working knowledge of quantitative skills and their application.
• Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Written Comprehension — The ability to read and understand information and ideas presented in writing.
• Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
• Speech Recognition — The ability to identify and understand the speech of another person.
• Written Expression — The ability to communicate information and ideas in writing so others will understand.
• Deductive Reasoning — The ability to apply general rules to specific problems to reach a logical conclusion.
• Ability to negotiate and manage conflict/dispute resolution processes.
• Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (including finding a relationship among seemingly unrelated events).
• Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
• Diversity and Inclusion – Ability to create and maintain an atmosphere of inclusive excellence that celebrates our diverse backgrounds, beliefs, and perspectives.
• Hearing – The ability to focus on a single source of auditory (hearing) information in the presence of other distracting sounds and identify and understand the speech of another person.
• Vision – The ability to see details of objects at a close range (within a few feet of the observer) and see details at a distance.
• Mobility – The ability to travel easily between campuses or buildings within each campus.
Work is done in an office setting. Work may require occasional weekend and/or evening work. Some local, regional, and/or national travel may be required.
To view our Benefits Guide use either the link or the web address below.
$60,000 / annually
To apply, visit https://apptrkr.com/4958681.
Since 1877, Regis University has been using our Jesuit background to provide an education for men and women of all ages and faiths and is accredited by the Higher Learning Commission: A Commission of the North Central Association of Colleges and Schools. Inspired by St. Ignatius Loyola, the mission of Regis University is to educate men and women of all ages to make a positive impact in a rapidly-changing global society. We encourage our students to seek truth, live purposeful lives, and continually examine and attempt to answer the question: “How ought we to live?” Regis University’s Northwest Campus is the main campus and administrative hub, located in Denver, Colorado. Regis University has three additional campuses in Colorado Springs, Colorado, Thornton, Colorado and the Denver Tech Center, as well as distance learning initiatives.
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