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Assistant to the Dean of Faculty

Hamilton is one of the nation's top liberal arts colleges. It is independent, highly selective, coeducational and residential. Originally founded in 1793 as the Hamilton-Oneida Academy, Hamilton is today composed of 1,850 diverse and talented students from nearly all of the 50 states and approximately 40 countries. More information can be found at www.hamilton.edu/about.

Position Summary

Provides support to the Dean of Faculty. Specific responsibilities include maintaining the Dean’s calendar, scheduling various committee meetings, monitor college speaker funds, maintaining Dean of Faculty website, and greeting visitors.  Must prioritize and complete tasks in a timely manner, demonstrate a caring, friendly, and helpful attitude to our guests and Hamilton community members, use good judgment, and maintain confidentiality.

Daily Responsibilities

  • Schedules and maintains the Dean’s calendar.  Prepares folders and materials for each meeting. 
  • Plans the Dean’s off-campus travel to include: contacting travel agent, limo service, hotel, train or make flight arrangements; process travel reimbursements; monitor credit card statement and submit expense receipts with the business office.
  • Schedules weekly Academic Council meetings, monthly Department Chair meetings, various standing meetings for each semester, and ad-hoc meetings as requested by the Dean; prepares and distributes agendas for Academic Council and Department Chair meetings; maintains permanent record of all Academic Council minutes and posts to the DOF website; locate schedule meeting room location as needed.
  • Prepares a variety of documents for the Dean including highly confidential correspondence to both on and off-campus constituencies.
  • Administers the College Speaker Fund including maintaining budgetary spreadsheets, notifies speaker coordinator of approval, process check requests, and track expenditures.
  • Maintains Dean of Faculty website.
  • Answer and respond to various questions received via e-mail or phone from both on-campus and external individuals.
  • Track expenditures for the office supply, entertainment, speaker, and senior fellowship budget lines.
  • Provides initial contact for all visitors to the building, answers incoming telephone calls for the Dean’s office and directs calls and people as appropriate.  Serves as telephone back-up for the President’s office as needed.
  • Monitors and orders office supplies and maintain service contracts for the fax machine and copier.
  • Sorts and distributes the Dean of Faculty office mail.
  • Monitor and order coffee supplies for the building.
  • Other tasks as assigned by Dean or Academic Budget Manager

Cyclical Responsibilities 

  • Coordinates and mails Dean’s List letter to students each semester.
  • Coordinates process for Class & Charter Day to include: maintaining data base, sending award solicitations, preparing program, and providing assistance where needed.
  • Disburses graduate fellowships awarded on Class & Charter Day to include: collects necessary paperwork from student and certified letter from graduate school, check requests from the business office, and answering questions as needed.
  • Senior Fellowship Program to include: receives and copies proposals, distributes proposals to Academic Council for review, notifies students of decision, and maintains senior fellowship budget line.
  • Faculty teaching and achievement awards to include: solicitations for nominations, assemble award committees, copy and distribute material to review committee(s), add to CCDay database for announcement.
  • Class of 1979 Student Travel Award and Steven Daniel Smallen Memorial Fund to include: solicit, receive and copy proposals for review by Academic Council, notify students of decision, process check disbursements.
  • Summer Science Research to include: communicate with science chair, notify students of acceptance, maintain spreadsheet of required information, assist with the collection of HR forms, and notify C&D of research students.
  • Seaman Prize Nominations to include: solicit papers from the faculty each semester, copy and distribute papers and assignment to the Writing Advisory Committee, provide list of winners to be announced at Fall Convocation.
  • Assist with Commencement, Convocation and New Faculty Orientation as needed.
  • Building Coordinator to include: correspondence with Brian Hansen, forward email provided to employees in the building on emergency procedures, and in an emergency report to security who may not have left the building.
  • Provide assistance to the Secretary of the President in preparing mailings and material to the Board of Trustees as needed.

Qualifications

Associates degree or two year secretarial program plus two years related experience, or equivalent combination of education and experience.


Specific Skills/Abilities

Proficient in Microsoft Word and Excel.  Strong computer skills, organizational skills, and communication skills; ability to communicate in a friendly, tactful and professional manner with faculty, administrators, staff, student, alumni, as well as individuals from other institutions and the general public.  Commitment to confidentiality and demonstrate good judgment in dealing with a wide range of information.


Benefits

Please review Hamilton's Benefits Summary for more information.

Application Procedure

Interested applicants should send a resume, letter of interest and contact information for three professional references to apply@hamilton.edu. Consideration of candidates will begin immediately and continue until the position is filled.

Hamilton College is an Affirmative Action, Equal Opportunity employer and encourages diversity in all areas of the campus community.

Posted 07/24/2014

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