Assistant to the Vice Provost and Dean, Graduate and Professional Programs
Reports to the Vice Provost and Dean of Graduate and Professional Programs. Provides oversight and coordination of the operational activities of the Graduate College. This includes keeping long and short term planning on track to reach goals of the Graduate College and the University. The assistant serves as the liaison between the Graduate Dean/Graduate College and Cabinet level leadership, and other university departments and offices across the entire campus.
Essential Duties, Tasks and Responsibilities
Schedule and Communication Management for Vice Provost/Dean
- Provides primary executive support to Vice Provost and Dean. Scheduling of meetings with VPAA; President’s Cabinet members; line college Deans and Graduate Associate Deans; service offices across campus such as Graduate Admissions, Registration and Records, Institutional Effectiveness, Marketing and Brand Strategy; graduate faculty; graduate students; and staff of BGSU Online and Graduate College.
- Sends communications on behalf of Vice Provost and Dean to various internal and external constituencies. Requires an understanding of the Vice Provost and Dean’s priorities based on both short-term and long-term goals. While some meetings can be flexible, others are not; some are urgent, others are not.
- Manages processes, membership, flow of information, and records of the Graduate Council. The purpose of the Graduate Council (made up of graduate faculty, deans or dean designates, Graduate Student Senate representatives) is to provide recommendations and serve in an advisory function to the Graduate College Dean on the university's development and administration of graduate study. The Graduate Dean serves as the Chair of the Graduate Council. The role of the Assistant to the Dean is to manage the coordination, execution and follow up duties of monthly Graduate Council meetings, including monthly subcommittee and monthly leadership meetings; determines annual schedule; prepares and distributes agendas and materials needed for Graduate Council, Graduate Council Leadership and Graduate Curriculum Review subcommittee meetings; attends Graduate Council, Graduate Council Leadership and Graduate Curriculum Review subcommittee meetings; keeps record of decisions made in Graduate Curriculum Review Subcommittee; records official minutes of Graduate Council including voting outcomes for policy and curriculum proposals for university archives; uses understanding of Graduate Council bylaws and Academic Charter to align proper path for all proposals.
- First point of contact for the 45+ members when questions arise regarding any topics covered during Graduate Council meetings.
- Courses or programs change due to a variety of both internal and external factors (discussed further in E,3). Graduate programs submit proposals for new/modified courses and new/modified programs through a process guided by the shared governance of the Graduate Council.
- Manages graduate curriculum (program and/or course) proposals throughout the workflow process; primary contact for faculty and others for questions throughout the process for new proposals or revisions to programs and courses; contacts proposers with follow up concerns from Dean, Chair of Graduate Curriculum Review committee, Graduate Council, advises resolutions to keep the curriculum review progressing. Prepared proposals for Graduate Curriculum Review subcommittee and Graduate Council to vote on, including communicating with the proposer to edit the proposal if needed, and recording the voting outcomes. Coordinates curriculum with multiple stakeholders, including BGSU Online, Institutional Effectiveness, and Registration and Records. Assists with proposals and communication from Chancellors Councils of Graduate Schools.
- Works with BGSU Online on projects, data collection and analysis, and student retention initiatives, including summer sessions.
System Development and Implementation
- Serves as lead or on committee(s) for ad hoc initiatives in the Graduate College and BGSU Online. These projects or initiatives are important to improve the efficiency of office procedures and to better serve the Graduate College and BGSU Online community. Level of participation is dependent on project, but typically involves coordination of assistance from outside contributors-subject matter experts or invested parties; coordination of committee meetings and action plan(s); portion of tasks for action plan(s). Examples of projects include: Implementation of University technology for curriculum and catalog (Acalog/Curriculog) (co-lead); Review/revision of probation-dismissal processes vs policy (participant); review of OnBase setup and usage for Graduate College (co-lead)
Student Eligibility and Compliance
- Assists with Graduate Assistantship management, training, and compliance reporting.
- Assists Associate Dean and coordinates information for probation/dismissal process at end of each term; together with the Associate Dean, determines probationary designation or dismissal from university; updates communications to be sent to students/programs regarding students’ probationary status or dismissal; prepares probation/dismissal workflow for each term; notifies Registration and Records of probation/dismissals; attends dismissal appeal if appeal is advanced to the Graduate College level; follows up with Registration and Records if status changes. Coordinates Academic Honesty process and attends hearings as needed.
- Performs initial review of Graduate Faculty Status requests; communicates with external adjuncts to setup BGSU ID# and email; answers questions from coordinators, chairs, and admins regarding graduate faculty status, such as when a graduate faculty status review is needed, how to initiate the review, and troubleshooting throughout the process.
- Prepares, maintains and updates paper and computerized department files and records for reports, projects, student milestones/progress, processes, contacts; miscellaneous office purchases for both Graduate College and BGSU Online
- Additional duties as assigned
Knowledge, Skills or Abilities
- Excellent verbal and written communications skills involving high-level and detailed communications with internal and external contacts.
- Ability to listen, simplify details, synthesize main points of larger documents to provide executive summaries.
- Ability to manage multiple projects simultaneously, project management skills, follow-up, and follow-through skills, flexibility.
- Knowledge of higher education operations and environments
- Demonstrated ability to take initiative, anticipate needs, act with diplomacy and tact, and exercise independent and sound judgement.
- Demonstrated ability to perform at a high level and meet deadlines.
- Ability to tolerate high levels of ambiguity.
- Expertise in Microsoft Office Suite
- Ability to learn new computer program skills.
The following Degree is required:
- Bachelor’s degree required. Degree must be conferred at the time of application.
The following Experience is required:
- 2 years in project management, communications, and/or operations
The following Licensure, Certifications, or Registration is required:
- Must have and maintain a valid driver’s license and comply with the University’s vehicle use policy.
Full-time Administrative staff position available. Administrative Grade Level 354. Salary is commensurate with education and experience. Full benefits package available.
Deadline to apply: The search committee will review applications until the position is filled; however, for best consideration, applications should be provided by ‘November 17, 2023’.
Bowling Green State University provides a comprehensive benefit program as part of a total compensation package. This includes medical, prescription, dental, vision, health accounts (medical & dependent), life & disability insurance, retirement plans, employee assistance program and tuition fee waivers for employees and their eligible dependents as well as paid time off, holidays and parental leave. For more information, please visit Benefits-at-a-Glance.
Why work at BGSU?
Full-time BGSU employees enjoy an array of exceptional benefits, including:
- Quality, affordable health insurance: Various coverage options available for health, vision and dental starting the first day of the month following your date of employment.
- Generous paid time off: Vacation, holidays, sick days and more.
- Excellent work life balance resources: Our Employee Assistance Program offers confidential support to employees and their eligible family members, along with ancillary programs covering identity theft, elder care, legal services and more.
- Tuition fee waivers: For eligible employees, spouses and dependent children.
- Professional development opportunities: For skills training, supervisor and leadership programs, performance management, online courses and online tools for employee growth and development.
- Parental leave: Up to five weeks of paid parental leave for full-time employees with at least 12 months of continuous service.
- Retirement: BGSU offers several options for meeting your retirement goals with a current employer contribution of up to 14% depending on the retirement program selected. Read more about the option that best fits your needs.
Learn more about Bowling Green State University and how we aspire to be the preeminent public university that creates public good in Ohio, the nation and world.
For a complete job description & to apply for this position visit https://www.schooljobs.com/careers/bgsu or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421.