The Catholic University of America

To support and work on behalf of the Dean of Engineering in all aspects for the administration and management of the college including scheduling and events coordination; employee training; appointments of faculty, students and staff; budget planning and project management, and communications.

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is: $59,000-69,000.

• Coordinate the operations of the Dean’s Office. Maintain the dean’s calendar, schedule appointments for the dean as needed, direct inquiries in the Dean’s Office (phone, email, in-person) to appropriate departments or individuals. Work with the Assistant and Associate Deans, other dean’s office staff members, and department chairs and departmental staff to process Dean’s Office paperwork and maintain records.
• Work on behalf of the dean to resolve issues brought up by faculty, students, and staff.
• Supervise work-study students in the Dean’s Office.
• Work with the dean to develop an annual budget request to support the College's operations and strategic plan.
• Work with the dean, department chairs and program directors to annually budget funding for various orgs (Fund 11 and Fund 12) for their respective operations. Prepare and submit appropriate paperwork for budget revisions, expense transfers, etc.
• Create requisitions/purchase orders for College of Engineering equipment, furniture, software, and materials and supplies. Use a Purchasing Card for appropriate purchases. Maintain records of purchases and deliveries. Maintain a database of vendors with whom the College regularly does business. Coordinate with other Dean’s Office staff to anticipate purchasing needs, maintain appropriate stock of supplies. Follow up with Procurement and Accounting offices to ensure prompt processing of requisitions, purchase orders, reimbursements, etc.
• Monitor expenditures and encumbrances of the College and the academic programs, investigate and resolve discrepancies; create internal budget goals and monitor financial progress. Regularly reconcile financial records with those in Cardinal Financials system.
• Coordinate the appointment of full-time faculty, part-time faculty, staff, graduate teaching and research assistants and coordinate processing of various scholarships and awards to undergraduate and graduate students.
• Act as liaison with Office of Human Resources and Provost’s Office, providing a single point of contact for personnel issues and serving as a reference for procedural questions.  Design & maintain database of contracts & records.  This includes quality checking, logging and expediting the processing of hiring and appointments.
• Manage special projects; including creation of budgets, determining and filling staffing needs; monitoring progress and deadlines, etc.
• Contribute to the production of the annual publication of the College  of Engineering’s magazine Catholic University Engineer, including budget administration, collection of materials, delegation of tasks, proofreading, generating articles for publication, selecting artwork, choosing qualified vendors & approving layout.  Collaborate with dean’s office administrative assistat and the Division of University Communications to accomplish these goals.
• Work with the CUA Division of University Advancement and the College  of Engineering’s major gift officer on behalf of the dean to support development activities. Work with the CUA Office of Alumni for alumni relations.
• Serve as knowledge resource to faculty and staff regarding CUA regulations. Serve as trainer of faculty and staff for administrative procedures and regulations. Be in charge of updating the College Administrative Handbook.
• Serve as official secretary of and staff representative for College Executive Committee meetings.  Provide input and project updates at monthly and other meetings.
• Serve as staff representative at College Faculty meetings.  Provide input and project updates at monthly meetings
• Serve as special functions coordinator, creating schedules, administrating budgets, and determining personnel requirements for events ranging from alumni receptions to academic events (such as recruitment events and graduation).
• Prepare reports & specialized correspondence to support the needs of the Dean.
• Serve as news and communications coordinator for the College, distributing information on behalf of the dean or other faculty and staff to faculty, students, or other groups, and coordinating marketing and communications efforts to outside groups.
• Coordinate with the dean’s office Administrative Assistant on website updates, social media posts, and other external communications.
• Serve as liaison to the University’s Office of Marketing and Communications, working with that office to ensure coverage of College of Engineering stories, events, initiatives, seminars, and programs. Coordinate on-site photography, videography, and social-media coverage of College of Engineering events.

• Bachelor's Degree
• A minimum of 3-5 years experience in administration; accounting, project management, personnel management.
• Some knowledge about web design, reasonable understanding of computer hardware, software and networking, mandatory skills of MS Office / G Suite (Google apps).
• The ability to drive a vehicle (campus or non-campus) on behalf of University business.