Job Description

The Assistant to the Deans provides administrative and event support to the Hobart and William Smith Deans, assists with supervision of a staff of 5-10 student workers, plans and oversees all major events, and works collaboratively with other offices on campus. This position is responsible for and assists in every facet of the operations of the office, including scheduling, event planning, office management, purchasing, budget monitoring, and providing administrative support as needed by the deans for processes like Academic Review. The position also supports the deans in connecting students to supports on campus and frequent communication with students, staff, faculty, parents, and other campus partners.

Essential Responsibilities at the Office of the Deans:

• Serves as the first point of contact in the Office of the Deans, greets students, faculty, staff, and other visitors to the office.
• Addresses routine informational questions from students, faculty, staff, and parents.
• Directs individuals who call or walk into the office to the appropriate Dean and other offices to address their questions.
• Schedules meetings, conference calls, and appointments for the Deans.
• Assists with the supervision, training, and scheduling of the team of student workers in the office, including submitting payroll to the Human Resources office.
• Attends, manages, and coordinates the logistics for office-sponsored events and processes like Blackwell Hale Academic Achievement celebration, Moving Up Day, and honor society applications & inductions.
• Manages, maintains, and secures confidential information about all students and alumni.
• Assists in organizing Academic Review of students each semester, including sending correspondence on behalf of the Deans and the faculty Committee on Standards to students and their families about Leaves of Absence, Suspensions, Probations, and students’ long-term academic plans. Assists in entering status changes in Peoplesoft.
• Provides support and communication for student honor societies.
• Organizes, labels, and separates students’ academic Latin Praise for the commencement ceremony.
• Serves as office manager including ordering supplies, processing purchase requisitions, invoices, and work orders to keep the office functioning smoothly.
• Performs other duties as assigned by the Senior Associate Dean.

About HWS

A liberal arts and sciences institution, Hobart and William Smith is known for consistent success in preparing students for meaningful lives and fulfilling careers through an outcomes-based focus on their futures. Our nationally ranked faculty are accessible teachers and scholars known for the impact of their research and distinguished by the depth of their mentorship. World challenges are studied in the classroom where critical thinking, problem-solving, and communication skills are honed. In the field, knowledge turns into discovery. In office hours, plans are carefully crafted to tie interests and talents to an academic path that motivates beyond graduation.

Our location in the heart of the Finger Lakes allows faculty, staff and students to live and work collaboratively on the banks of a resource-rich lake. Student-athletes play for 30 varsity teams boasting 24 national titles, including the 2023, 2024, and 2025 NCAA DIII Men’s Ice Hockey Championships. With three graduate programs, students can build on their undergraduate degree with a Master of Arts in Higher Education Leadership, Master of Arts in Teaching, or a Master of Science in Management. Together, the experiences and mentorship at HWS prepare students to lead lives of consequence.

Other Information:

This is a full-time, 12-month, benefits-eligible position. This position description is not all-inclusive as other tasks or responsibilities may be assigned. Work hours are 8:30 a.m. to 5 p.m. during the academic year, with a possible shortened workweek during the scheduled summer hours’ time period. Hourly rate: $25 /hr

Qualifications

Minimum Qualifications

• An associate’s degree, or relevant work experience.
• Experience in higher education, database management, and records retention is strongly desired for this position.
• Demonstrated ability to work collaboratively with a large group of faculty, staff, and students on a daily basis is also expected.
• Strong customer service orientation; positive, helpful, and resourceful.
• Highly reliable, flexible, and adaptable; this position serves as the front-facing point of contact for students, parents, faculty, and staff on a number of critical and highly sensitive issues, so dependability is absolutely essential.
• Discretion, sound judgment and strong interpersonal skills are vital in dealing with students, faculty, administrators, parents, handling confidential information, and communicating with all campus constituencies.
• Superior attention to detail, problem-solving skills, organizational skills, and electronic, verbal, and written communication skills are a must,
• Computer literacy and knowledge of various office practices & procedures, and competency in Microsoft Office products including Word, Excel, and Outlook. Knowledge of Slate is a plus.
• Ability to manage multiple, on-going, and complex student matters.

Equal Employment Opportunity Statement

The Colleges are an equal employment opportunity employer and prohibit discrimination and harassment in their programs and activities against employees or applicants based on race (including traits historically associated with race, such as hair texture and protective hairstyles), color, religion, creed, national origin, ancestry, sex (including pregnancy, childbirth, or related medical conditions), gender, gender identity or expression, age, sexual orientation, physical or mental disability, citizenship, genetic information or predisposing genetic characteristics, marital status, familial status, domestic violence victim status, caregiver status, military status, including past, current, or prospective service in the uniformed services, social class, or any other category or characteristic protected by applicable law.