Administrative Assistant to the Dean, Christ College

• Maintain and coordinate dean's calendar of meetings, appointments, and events, as well as events for the school.
• Interface and coordinate with key campus and external constituencies as assigned (e.g., offices of the President and Provost, other schools, University Discipleship, Human Resources, University).
• Advancement/Church Relations, congregations, church workers, The Lutheran Church-Missouri Synod, etc.)
• File correspondence and other records. Organize files to facilitate ease of use while maintaining information security.
• Assist the dean with faculty searches and hiring.
• Responsible each term for the assignment of courses and load weight in Banner for faculty, staff, and adjuncts.
• Manage the process for faculty load and compensation (FLAC) while maintaining a high degree of confidentiality.
• Assist the dean with preparing and maintaining course schedules.
• Assist the dean with maintaining list of current adjuncts and prospective qualified adjuncts along with contact information.
• Work with the dean and HR on the adjunct hiring process.
• Prepare and process employment contracts for adjunct faculty, including setting up timesheets.
• Run reports as needed relating to adjunct timesheets, FLAC, or other request from the dean.
• Act as point of contact regarding adjunct and PT temporary staff timesheet and contract questions.
• Assist with school meetings including preparing and distributing agendas, taking and distributing and maintaining minutes, and planning and buying meeting refreshments.
• Assist in planning and making arrangements for Christ College events including developing signage, coordinating logistics with other departments, and ordering catering.
• Schedule use of conference rooms and the Christ College library and assist with library records.
• Maintain Christ College speakers bureau information and distribute as appropriate.
• Monitor and track budget expenses for all entities in Christ College, preparing accurate, up-to-date summaries for the dean.
• Prepare purchase orders, check/payment requisitions, and invoices as directed by the dean.
• Process and log incoming checks and donations.
• Other duties as assigned.

• Ability to work under stressful conditions
• Proficient in the use of office equipment such as computer, printer, copy machine, scanner, etc.
• Proficient in Microsoft Word, Excel, File Explorer; Adobe Acrobat; Google Workspace including Gmail and Calendar. Able to use or become able to use Google Drive, Docs, and Sheets; PowerPoint; Banner; Argos; Chrome River; DocuSign; and other programs.
• Patience and sensitivity to deal with students
• Maintain utmost confidentiality of faculty records and information in the Dean's office
• Awareness that behavior and dress should be appropriate for the environment of a Christian university

• Bachelor's degree from a four-year college or university; or three to four years related experience and/or training; or equivalent combination of education and experience.
• Knowledge of The Lutheran Church-Missouri Synod and/or experience working in an entity of the Synod is desirable.

Concordia University Irvine