Executive Assistant to the Dean, CAS

Position Type Administrative/Professional Appointment Type Regular FTE %

100%

Work Schedule (if atypical)

This is an onsite position.

University Overview

Embark on an exciting journey with the University of La Verne, where your career aspirations come to life in a vibrant and welcoming environment. Established in 1891, our diverse and inclusive community is more than just a university—it’s a home for passionate individuals like you.

At the University of La Verne, we embody four core values that set us apart—Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning, and Civic and Community Engagement. If you’re fueled by these principles and are eager to make a meaningful impact, your journey begins here.

With a rich history spanning 132 years, the University of La Verne boasts a global Leo Family of 89,000\+ accomplished alumni. As the \#1 private university in California for social mobility according to U.S. News and World Report 2024, and recently recognized as the 33rd Best U.S. College by the Wall Street Journal 2024, we take pride in our commitment to excellence in education.

Join us in shaping the future, where your passion meets purpose. Come be part of something extraordinary and apply today!

Diversity Statement

The University supports a diverse and inclusive environment where students recognize and benefit from the life experiences and viewpoints of other students, faculty, and staff. Diversity is an active and intentional practice that supports difference and multiplicity to expand knowledge, educate capable citizens, develop the whole person, and serve our local and global communities. Promoting and sustaining diversity is a commitment to educational quality and the creation of positive, respectful learning communities.

Job Description Summary

The Executive Assistant to the Dean and Associate Dean(s) will provide administrative support and office management for the College of Arts and Sciences. Direct and manage the day\-to\-day operations of the Office of the Dean of the College of Arts and Sciences (CAS). Coordinate all administrative functions of the office to include administrative support for the Dean and Associate Dean(s), monitor Office and College budgets as needed, supervise student workers as needed, independently coordinate and oversee all special events and lectures sponsored by the CAS Dean’s Office, work with various off\-campus vendors and contacts, work with various campus departments and administrative offices, manage Banner/FLAC input and oversight, complete P\-Card reconciliations, provide advisement/instruction to faculty, adjunct faculty, staff, and students as needed. Demonstrate understanding of and commitment to ULV’s Mission and Core Values of the University of La Verne.

Minimum Qualifications

• High school diploma or GED.
• Five years of experience in higher education.
• Fully functional knowledge of, and skill in, standard office procedures and practices, as well as the ability to understand and operate in a variety of organizational structures and
• environments.
• Thorough knowledge of English grammar, spelling, and punctuation, and be able to clearly communicate orally and in writing.
• Knowledge of business mathematics (beyond basic arithmetic).
• Ability to use and quickly learn new office support technology systems and software packages.

Preferred Qualifications

• Bachelor’s Degree.
• Specialized training in administrative/clerical support.
• Experience working with diverse populations and in an academic setting.
• Technical fluency with Microsoft Office Suite, Banner, PeopleAdmin, or equivalent University information systems; Internet browser, Google email and calendaring programs, website development and maintenance.
• Evidence of a commitment to diversity, equity, and inclusion through policy interpretation and interpersonal interactions.
• Familiarity with Full\-Time Faculty overload contract preparation \& processing.
• Experience using Kronos and FLAC.

Benefits Summary

Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job\-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee’s total compensation

Benefits include a comprehensive health and wellness plan, tuition remission program for employee, spouse, and dependent children, a generous contribution to the University’s 403B retirement plan, and a generous time off plan.

Employment is contingent upon successful completion and clearance of a background check and employment verification.

Location La Verne Main Campus Number of Vacancies Physical Demands Summary

The physical demands include the ability to sit, stand, walk, bend, and lift up to 20 pounds occasionally. Clear verbal and written communication is essential, as the position involves frequent interaction with colleagues, clients, or external partners.

The noise level is generally low to moderate. The position may occasionally involve meeting deadlines or managing multiple priorities, which can require sustained focus and mental stamina.

Do the essential functions of this job require lifting? Yes If yes, list maximum weight and duration Up to 20Lbs. Describe work environment This position is based in a standard office environment and primarily involves sedentary work. Employees are expected to spend extended periods of time working at a desk, using a computer, and engaging in routine office tasks such as emailing, attending m

Duties

Specific Duties

Calendar Management:

• Manage and maintain CAS Dean’s calendar, including outstanding meetings each semester for the CAS Dean and Associate Dean(s). Subject to change as new meeting groups are identified and created for CAS and University Committees.

Percentage Of Time 20%

Specific Duties

One Book, One University Student Lecture \& Keynote Lecture:

• Coordinate all aspects of this annual event, which includes distributing books to Writing Faculty, FLEX faculty, all CAS faculty and staff, ULV Administrators and the Board of Trustees.Prepare advertising, graphics, website edits, posters and flyers. Arrange for lodging, ground transportation, campus room reservations (SSAP and Morgan Auditorium), and set\-up for both lectures. Work with speaker’s agent/agency regarding contract, tax forms, invoices, pre\-hire questionnaire, and check request for deposit/payment of honorarium. Coordinate with housekeeping to clean SSAP after morning lecture, coordinate book signing (work with Bookstore and Events), coordinate dinner with speaker and faculty/dean, and anything else related to this event.

Percentage Of Time 15%

Specific Duties

Frederick Douglass Human Rights Lecture:

• Working with the CAS Dean and Associate Dean(s), identify a speaker for this event. May be involved with written or verbal communication to secure guest speaker, make arrangements for lodging and ground transportation, work with speaker for reimbursements related to travel, campus room reservations, set\-up of venue for lecture and possible classroom visit for speaker/student exchange and dialogue, order catering for luncheon and/or dinner, prepare guest list and send invitations, manage RSVPs, work with Bookstore to order books (if any) for book signing. Tasks are the same as the One Book, One University event, except there is only one lecture and there is no distribution of copies of speaker’s book to faculty/staff.

Percentage Of Time 10%

Specific Duties

Faculty Professional Support Committee:

• CAS FPSC provides Excel spreadsheet with full\-time faculty award information multiple times each semester. Obtain approval from CAS Dean regarding awards, generate award letter using mail merge, email award letters to faculty, track expenditures (award amount vs. actual amount) using Excel spreadsheet. Receive expense reimbursement forms from faculty (check for accuracy, signature and supporting documentation), forward to CAS Dean for approval, then process through Accounts Payable. Send completed Excel spreadsheet to CAS FPSC chair.

Percentage Of Time 10%

Specific Duties

Performance Scholarship Day:

• Coordinate annual event that recruits admitted, incoming students, to audition for Perfomrance Scholarship. Responsibilities include: receiving names of admitted students from the Office of Admissions, send invitations to admitted students to attend the event and monitor RSVPs, provide information to relevant chairs (applications, letters of recommendation, GPA, etc.), establish schedule for event, secure campus room reservations for auditions and interviews, work with relevant chairs to identify scholarship recipients, email awardees, monitor acceptances and responses, generate list for CAS Dean, relevant chairs, and Financial Aid, send email to student not selected, schedule debrief meeting with Dean’s Office, relevant chairs, and admissions.

Percentage Of Time 10%

Specific Duties

• Dean’s Award for Academic Excellence in Undergraduate Inquiry and Creativity. Coordination of this annual event includes, but is not limited to: location and catering reservations, set\-up of venue, invitations and RSVPs, creation and ordering of programs, ordering of awards, and coordinating monetary award with Financial Aid

Percentage Of Time 10%

Specific Duties

Payment and Reimbursement Processing:

• Manage and monitor budget, prepare pay advice forms as needed, monitor approval process (CAS Dean, Provost, and Budget), and submit to HR. Prepare corresponding chair stipend letters, email, monitor responses, andupdate CAS Chair list. Process budget transfers as needed. Process expense reimbursements forms, checking for accuracy in preparation and assignment of FOAP account numbers, attach appropriate backup documentation, obtain CAS Dean’s approval, submit to Accounts Payable for processing

Percentage Of Time 10%

Specific Duties

CAS Dean’s List:

• Compile and sort information for CAS Dean’s List recipients (fall \& spring semesters), including generating and printing/emailing award letters and submitting names to the Campus Times.

Percentage Of Time 5%

Specific Duties

Data entry:

• Support hiring of new faculty through applicant tracking system (PeopleAdmin), update list of new full\-time faculty members as they are hired, and update FLAC modules as needed. Be familiar with process involved in entering classes into FLAC for full\-time and adjunct faculty.
• Reconcile P\-Card, obtain approvals, sent to Accounts Payable before deadline

Percentage Of Time 5%

Specific Duties

• Establish open Purchase Order for office supplies, order as needed, monitor balances.
• Holiday Event with the Dean and other special events (e.g., retirement celebrations): Organize and oversee event.
• Coordinate CCAS, AAC\&U and other professional organization membership renewals and conference attendance for CAS Deans. Coordinate ASCAP SESAC, VMI contract renewals and prepare check requests or p\-card payments, when invoices are received.
• Coordinate and submit payroll/timesheets for student workers (as needed).

Percentage Of Time 5%

Salary Range

Minimum: $70,304

Maximum: $72,061\.60

Posting Detail Information

Posting Number 2024\-251176SA

Special Instructions to Applicants

The University of La Verne is unable to provide sponsorship for work visas at this time. Applicants must be authorized to work in the United States without the need for visa sponsorship now or in the future.

Open Date 04/22/2026

Close Date

Open Until Filled No