Assistant to the Dean, School of Undergraduate and Graduate Studies


  • Salary Range: $16.73 - $19.65 per hour
  • Hours: 40 hours per week
  • Department: School of Undergraduate and Graduate Studies
  • Closing Date: Open until filled


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The Assistant to the Dean, School of Undergraduate and Graduate Studies (SUGS) provides administrative support and coordination for faculty, orientation of new faculty and staff members, academic support of students and faculty, and assists in the day-to-day operations of the SUGS.


Faculty-Related Responsibilities

  • Provide administrative orientation and onboarding for new faculty. Ensure that new faculty members are aware of academic and HR requirements, required documentation and information needed to function at the University.
  • Train faculty members to use Moodle, Sonis, Microsoft 365 and other academic software. Provide ongoing support for these applications.
  • Set up Moodle course pages; assist faculty in Moodle page maintenance, including enrolling students in course pages as needed. Archive all course materials quarterly.
  • Gather, process and maintain accurate records for faculty reviews, documentation of academic and non-academic activities for promotion and annual reviews and accurate faculty leave records.
  • Prepare and distribute policies and pre-term information to all faculty, including procedure updates and academic calendar information.
  • Review and ensure that course syllabi meet current requirements, request corrections from and make updates as needed.
  • Coordinate with the Instructional Design Team to implement best practices in online courses and advise faculty as needed to convert on-ground to online courses.
  • Coordinate with the NUNM Testing Center for administration of make-up and accommodation exams.
  • Collect textbook information from faculty and enter textbook information into SONIS to ensure Higher Education Opportunity Act textbook compliance. Verify all textbook information prior to upload.
  • Assist Department Chairs and the Dean in coordinating annual faculty evaluations and maintain official records of faculty evaluation processes. In conjunction with the Department Chairs, implement departmental goals and facilitate interpersonal team dynamics in achieving institutional objectives through a quality/customer-service oriented team.
  • Provide faculty support and assistance as needed.

Curriculum-Related Responsibilities

  • Observe courses within school to ensure learning objectives are being met. Perform classroom observations for all SUGS adjunct faculty members at least once every three terms they teach.
  • Discuss classroom observations with the adjunct faculty members. Keep files of the evaluations and share with the Dean and Department Chairs.
  • Retain student course evaluations and distribute them to faculty members individually and Department Chairs and the Dean within three weeks of the end of each term.
  • Review student course evaluations of all SUGS adjunct faculty and recommend improvements as needed.
  • Ensure faculty are appropriately assessing course competencies and that course competencies are aligned with program outcomes.
  • Obtain Key Performance Indicator data for each core course and determine whether benchmarks are being met; share results with the Department Chairs and Dean at the end of each term.
  • Assist the Dean in curriculum review and development.
  • Assist the Dean in development of online programming.

Administrative Responsibilities

  • Develop and implement policies and procedures for SUGS standards and procedures.
  • Document academic procedures; assist in reviewing and updating all academic policies.
  • Ensure that all required accreditation documentation is available and accessible.
  • Maintain strategic planning documentation and update in SPOL.
  • Be proactive in seeking ways to increase student retention.
  • Assist staff and faculty in conducting the day-to-day business of the SUGS.
  • Develop marketing and communication materials for SUGS courses and events.
  • Collect and update faculty CVs at least annually.
  • Coordinate or assist with inter-departmental and community events.
  • With the Dean, organize and schedule departmental and faculty meetings for the SUGS.
  • Attend meetings and take meeting minutes as requested.
  • Participate in University committees as assigned.



  • Bachelor’s degree plus at least 1 years’ experience in an academic setting; or equivalent combination of education and experience.
  • Experience working with databases, course management, scheduling and reference management software strongly preferred.



  • Demonstrates proficiency in Office 365 apps/software, specifically: Outlook (email and calendar), PowerPoint, Excel, and Teams.
  • Demonstrates proficiency or the ability to learn Moodle or equivalent software/LMS