Deans Assistant, College of Health & Human Services
Salary
$38,979.20 - $43,846.40 Annually
Location
940 Second St. Portsmouth, OH 45662, OH
Job Type
Full-Time
Job Number
POS-007
Division
Academic and Student Affairs
Department
ASA-College of Health & Human Services
Opening Date
05/13/2026
Closing Date
6/7/2026 11:59 PM Eastern
Job Description Summary
Under the Deans supervision, the College of Health and Human Services Deans Assistant performs a variety of administrative and technical duties in support of the Dean. This position requires use of independent judgment and discretion coupled with an ability to work with highly confidential information. The incumbent often establishes their own work priorities while working closely with, and taking direction from, the Dean to establish these priorities. This person must be able to work and interact confidently, cordially, and competently with students, faculty, staff, administrators, parents, health and human services organizations, K-12 partners, and community/business representatives at multiple levels (direct staff through executive positions). The position includes assisting with grant requirements and may include work for School/Department/Program leaders as assigned by the Dean.
Principal Duties and Responsibilities
Functions:
Duties and Responsibilities:
Operations management
Prepares agenda, including supporting materials, and minutes as required, for meetings chaired by the Dean of the College of Health and Human Services, on and off campus.
Schedules meetings and appointments, makes travel arrangements, and maintains the Deans calendar. Manages grant-funded faculty and student travel support.
Performs all general daily office management functions, including the procurement of supplies for the Deans Office and other areas of the College as necessary.
Information and communications management
Sets up and maintains confidential files for the Dean. Processes information that will be a permanent part of the personnel files (e.g., disciplinary meeting notes). Assists Academic Administrative Assistants with the management of multi-program/department Clinical affiliation agreements. Composes complex and often confidential correspondence, memoranda, forms, and reports as required.
Assists the Dean in maintaining an effective communications network with his/her direct reports and faculty members using discretion and judgment. Independently responds to a majority of contacts. Deals effectively with sensitive issues when situations require. Receives and screens phone calls and mail, responding to routine inquiries or correspondence and relaying information (often confidential or sensitive) as appropriate.
Faculty and other personnel relations management
Assists the Dean in addressing faculty and other personnel needs and concerns. Gathers and prepares information to effectively address needs and concerns as appropriate.
Assists the Dean with performance evaluations by gathering data and communicating policy to staff and faculty. Completes preparatory work for the Dean by studying the results of the most recent performance evaluation and reviewing with him/her.
Assists the Dean in his/her labor relations functions. Gathers information and prepares responses to grievances filed by staff and faculty. Prepares language for academic proposals during negotiations, communicates with other deans assistants and Provosts Executive Assistant for coordination purposes, and clarifies the intent of proposal language. Maintains Promotion and Tenure records for College faculty as required by the CBA.
Prepares and maintains College of Health and Human Services faculty workload reports for Dean approval and prepares employment documentation and contracts as necessary for faculty and other College personnel.
Acts in a lead capacity for College Academic Administrative Assistants and other clerical and student personnel to promote a cooperative work environment, address issues and concerns, and facilitate professional development.
Budget management
Assists the Dean with budget management and reporting. Monitors Deans office, individual department, and special program and course fee accounts.
Supports grant application and sponsored program contract preparation, and manages the grant and sponsored program fund allocation requests in coordination with the Office of Grants and Sponsored Programs.
Minimum Job Knowledge, Skills and Abilities
Strong technical skills using a variety of current word processing, database, presentation, and spreadsheet software. Must be able to transcribe or take notes accurately, prepare a complete summary from notes, and prepare complex tables, forms, and production-ready correspondence.
Strong organizational skills and ability to maintain a complex traditional and electronic filing system.
Demonstrates strong and positive interpersonal, written, and oral communication skills (strong grammar, punctuation, and spelling) and the ability to effectively manage sensitive and confidential matters.
Analytical skills are necessary when handling administrative duties and performing complex salary calculations
Must be able to concentrate for extended periods of work time with interruptions
Working knowledge of the principles of supervision
Minimum Qualifications
Shawnee State University offers a competitive starting salary (commensurate with overall qualifications) including an attractive benefits package. See Overview of Employee Benefits for more information. Some of our benefits include:
Employer Shawnee State University (OH)
Address 940 Second St.
Portsmouth, Ohio, 45662
Phone 740-351-3481