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Assistant Dean (Job 1510BY)

Employer
Case Western Reserve University
Location
Cleveland, OH
Closing date
Oct 1, 2021

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Sector
Other
Organization Type
Corporate
POSITION OBJECTIVE

As a member of the professional staff reporting directly to the Dean of Undergraduate Studies, the Assistant Dean represents the Office of Undergraduate Studies in its work with one of the schools or with a set of academic departments on curricular matters. The assistant dean also provides academic affairs services, working closely with faculty advisors and course instructors, for a cohort of approximately 1,300 students on matters such as those related to their academic standing, leaves of absence and returns, certification of completion of degree requirements and complex requests for exceptions to academic policies. The assistant dean advises students who wish to pursue integrated undergraduate and graduate/professional programs. This position participates in the broad range of activities and programs offered by the Office of Undergraduate Studies in support of the overall mission of the office.

The Office of Undergraduate Studies oversees academic affairs for more than 5,000 students in baccalaureate degree programs offered by the College of Arts and Sciences, the Case School of Engineering, the Weatherhead School of Management and the Frances Payne Bolton School of Nursing. The office collaborates with the schools, academic departments, faculty and other administrative offices to develop and sustain academic programs that inspire and challenge undergraduates at Case Western Reserve University. The office participates in curricular discussions and reviews within and among the units offering undergraduate courses and academic programs and coordinates the presentation of undergraduate curricular offerings and policies to students, other members of the university community and external constituencies. The office also supports faculty in their teaching and in their advising in the undergraduate majors and minors, administers the academic policies of the faculty and monitors the progress of undergraduates in completing degree requirements, working closely with the Student Success Initiative. In addition, the office works with the Office of Institutional Research to analyze data that informs the successful progress of undergraduates through the curriculum. The office also is responsible for working with all non-degree students who do not hold an undergraduate degree, including the cross-registration and College Credit Plus programs; evaluation and awarding of transfer credit and advanced placement credit; monitoring academic progress and developing strategies for overall retention; monitoring scholarship status; communication and enforcement of academic regulations and degree requirements; degree certification; advising for integrated undergraduate and graduate/professional degrees; managing the awarding of undergraduate academic prizes and honors and undergraduate participation in commencement; advising for nationally competitive scholarships and fellowships; and working with other offices and programs in pursuit of an integrated academic and co-curricular experience and to develop resources to enhance the overall undergraduate experience.

ESSENTIAL FUNCTIONS

* Represent Undergraduate Studies in its work with one of the schools or with a set of academic departments on curricular matters. Become expert on the requirements of the relevant set of academic programs in order to serve as a resource to colleagues in the Office of Undergraduate Studies. Full participation and representation of Undergraduate Studies in meetings of the relevant school's curriculum committee, participating with faculty in the review of new courses and academic programs and proposed changes to existing courses and degree requirements. Compile data and provide information to support academic program reviews and help shape course and program action forms and academic policies. Ensure the accuracy of the undergraduate information in the relevant school/department chapters of the General Bulletin and in enrollment templates to guide first-year course selections. (10%)

* Provide academic affairs services, as appropriate, to a cohort of approximately 1,300 students. Serve as subject matter expert and provide information, education and advice in response to complex and/or escalated requests from the university navigators and others within the Student Success organization to enable them to efficiently support undergraduate students regarding curricular matters and academic policies. Work with students, their academic advisors and/or course instructors and navigators on student petitions for exceptions to academic rules. In considering multiple variables, analyze and interpret petitions and make determinations for presenting to the Deans Committee, acting on behalf of the Faculty Senate Committee on Undergraduate Education (FSCUE) Academic Standing Board. Communicate the outcomes of the petitions to students and their advisors and navigators. Administer academic standing processes for students being considered for academic separation or probation, ineligible to register status, or failure to meet scholarship retention criteria, reviewing and presenting these students' statements to the Academic Standing Board and report the outcome of the academic standing process to students and their faculty advisors and navigators. Respond to student, faculty advisor and navigator inquiries about degree requirements; review requests for course substitutions for academic requirements, consulting with faculty advisors and academic representatives as needed and suggesting possible substitutions that will facilitate a student's completion of degree requirements; and certify the completion of academic requirements on behalf of the College and the schools for the purpose of awarding the undergraduate degree. Manage process and authorizations regarding requests for voluntary withdrawals from the university, following up with students when additional information is needed and to outline the process for returning. Make determinations to readmit students after academic separation, based on an assessment of student activities, readiness, etc. Advise students and maintain records with respect to readmission after voluntary or involuntary leaves or separations. Identify and nominate students for university prizes and national scholarship/fellowship competitions. Audit for course prerequisites and time conflicts at the start of each semester, following up with students and navigators, as needed. Prepare Dean's certifications and letters of recommendation requested by current students and alumni. Respond to general inquiries from navigators, students and faculty. Responsible for training faculty advisors and navigators where appropriate. Respond to inquiries from employers doing background checks of current and former students. (50%)

* Advise undergraduate degree candidates about opportunities for integrated undergraduate and graduate/professional programs. Work with the School of Graduate Studies and the professional schools to coordinate the several integrated programs (Integrated Graduate Studies, BS/MS, integrated programs with the Weatherhead School of Management and Senior Year in Professional Studies) to ensure smooth registration and degree audit for undergraduates. Respond to inquiries from students and faculty about integrated undergraduate and graduate/professional programs; determine student eligibility; review programs of study; and advise students and graduate/professional degree programs on coursework that can count toward both degrees. Assist other assistant/associate deans with degree certification issues related to integrated programs. (30%)

* Participate in broad range of activities and programs offered by the Office of Undergraduate Studies. Provide guidance to faculty advisors and course instructors on a broad range of academic and student-related issues, coaching them on how best to handle difficult situations. Collaborate with Undergraduate Studies professional colleagues as part of weekly staff meeting to review office administrative matters, develop plans for programming and communication with the wider community and to discuss potential changes in policies and procedures, some of which will then require consultation with other offices and/or faculty legislation. Collaborate with Undergraduate Studies professional colleagues as part of weekly Deans Committee meetings to review student petitions for exceptions to academic policies on behalf of the FSCUE Academic Standing Board and to initiate discussions of potential academic policy changes arising from consideration of individual cases that will then progress through faculty governance processes. Represent the Office of Undergraduate Studies on various boards and committees, including the Deans Committee, University Student Conduct Board and Academic Integrity Board. Conduct one-on-one ethics tutorials with students found responsible for academic integrity violations. Participate in the preparation for and administration of various programs sponsored by or requiring involvement of Undergraduate Studies. (10%)

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (

CONTACTS

Department: Daily contact with Dean of Undergraduate Studies for exchange of information, consultation and decision-making. Daily contact with the Senior Associate Dean and other assistant/ associate deans and members of the technical staff for exchange of information, consultation, supervision and shared projects. Daily contact with department assistant who supports the work of the assistant dean. Regular contact with Assistant to the Dean and Senior Associate Dean/Office Manager.

Students: Regular contact with undergraduates who turn to the Office of Undergraduate Studies for assistance or advice. Regular contact with undergraduates more broadly related to particular tasks assigned to the assistant dean, especially integrated undergraduate and graduate/professional programs. Occasional contact with alumni seeking certification of enrollment/degree, letters of recommendation and/or academic advice. Occasional contact with student organizations.

University: Regular contact with faculty. Regular contact with university navigators and others in the Student Success Initiative. Occasional contact with Dean of Students staff, Associate Vice Presidents for Student Affairs, Residence Life and Greek Life staff, University Health and Counseling Services, Disability Resources and the Office of Multicultural Affairs regarding issues related to specific students. Regular contact with the University Registrar's Office. Regular contact with the School of Graduate Studies and the professional school Registrar's Offices about registration and degree certification issues related to integrated programs. Occasional contact with the Office of Financial Aid for discussion of student concerns. Occasional contact with the Vice Provost for Undergraduate Education and the Office of the General Counsel about individual student matters.

External: Occasional contact with parents and/or family members of students to answer questions and discuss their concerns (within FERPA guidelines). Periodic contact with employers doing background checks of current and former students. Occasional contact with representatives of other universities and outside programs on behalf of students.

SUPERVISORY RESPONSIBILITY

Shared dotted-line day-to-day supervisory responsibility with other deans for the department assistant whose direct report is to the Assistant to the Dean and Senior Associate Dean/Office Manager.

QUALIFICATIONS

Experience: Minimum of 5 years of experience advising and/or teaching undergraduates in a four-year college or university required. Record of initiative and leadership in developing educational and advising programs for high-ability students preferred. Demonstrated collaboration with student affairs, faculty and other campus partners on behalf of students preferred. Leadership experience in academic or administrative department preferred.

Education/Licensing: Master's degree required in a related discipline (higher education, a field taught to undergraduates at Case Western Reserve University, etc.). Doctoral degree preferred.

REQUIRED SKILLS

* Commitment to and appreciation of working with diverse groups of individuals, including age, race, ethnicity, gender, gender expression, sexual orientation, socioeconomic and educational background and ability.

* Excellent oral and written communication skills.

* Excellent interpersonal skills and ability to support and challenge a diverse population of high-ability undergraduates.

* Ability to apply independent judgment and decision-making skills to issues related to university policies and procedures.

* Proven success working in a collaborative environment.

* Ability to assimilate and communicate information to a variety of audiences.

* Proficiency in current software applications: electronic calendar, word-processing, spreadsheet, PowerPoint, email, Zoom, Adobe products, database (preferred); and ability to quickly learn the Student Information System.

* Ability to meet consistent attendance.

* Ability to interact with colleagues, supervisors and customers face to face.

WORKING CONDITIONS

General office environment with support from department assistant who makes appointments, keeps calendars and facilitates the work and recordkeeping of several members of the professional staff. Fast-paced senior administrative office setting, with frequent interruptions, conflicting priorities and complex office functions. Occasional evenings and weekends required.

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