Assistant to the Dean- AZ- College of Veterinary Medicine
Midwestern University

Summary

The Assistant to the Dean is a staff position responsible for assisting the Dean of the College of Veterinary Medicine.  The Assistant to the Dean should have the ability to work independently on projects assigned by the Dean and produce exemplary work on these projects.

Essential Duties and Responsibilities  

Project management and data Management:

• Work independently on special projects assigned by the CVM Dean with little or no supervision, including collecting data for and preparation of the annual Comparative Data Report, and preparation of the CVM Strategic Plan. Projects will be forwarded to CVM Dean for final review.
• Assist with budget preparation and ongoing review of expenditures, as requested.
• Assist with the faculty rank and tenure process.

Accreditation:

• Independently collect data needed for and assist with the preparation of AVMA-Council on Education accreditation. Data will be forwarded to the CVM Dean for final review.
• Collect, organize, and maintain documents for AVMA accreditation reports and site visits.
• Create meeting agendas for site visits and arrange for meeting rooms and food.

Event management/assistance:

• Oversee overall graduation process, supervise graduation-related tasks, and organize/coordinate graduation banquet. This will require working closely with faculty and staff.
• Assist in coordinating special departmental events/projects (Orientation, White Coat Ceremony, Pinning Ceremony, faculty retreats, job fairs, and other projects).

Committees:

• Prepare meeting agendas and serve as recording secretary for the CVM Executive Committee, the Animal Health Institute (AHI) Operations Committee, and CVM faculty meetings.
• Serve on college committees as needed.

Personnel and Administrative Support:

• Promote good working relationships with all MWU personnel and external entities.
• Arrange meetings for the CVM Dean.
• Arrange conference/business travel for the CVM Dean.
• Process and monitor veterinary license applications and renewals for CVM faculty.
• Process Concur expense reports, AMEX card reconciliation, e-checks, purchase requisitions, and other related financial tasks for the CVM Dean.
• Assist the Dean in revising official publications for the College annually, as needed.
• Assist in collecting data for student exit surveys.
• Coordinate interviews and onboarding for Director level or higher.
• Work with the Dean in the submission and tracking of contract and rehire requests.

General Office Support:

• Greet and assist visitors to the CVM Dean’s office.
• Maintain Dean’s Office administrative files and records necessary for proper oversight.
• Maintain Outlook calendar for the CVM Dean.
• Help facilitate approval of CVM check requests, purchase requisitions, and supply orders.
• Be well-advised of University/College policies and procedures and assist faculty, staff, and students in understanding and following these policies.

Other duties may be assigned by the Dean.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Qualifications

Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches, letters and articles using original or innovative techniques or style. Ability to manage the timeline for all functions of the CVM Dean’s Office so all tasks and events are completed in a quality, professional manner. 

Education and/or Experience                                                  

A Bachelor’s Degree is required. This position requires 5-10 years’ administrative experience in a position related to the responsibilities described above.

Computer Skills                                               

Computer proficiency in MS Office (Word, Excel, PowerPoint, and Outlook) required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands/fingers to touch, handle, or feel; and talk and hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This position is occasionally exposed to fumes or airborne particles and regularly exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.