Iona University invites applications for a full-time Office Manager in the Dean's Office of Arts and Science. The ideal candidate will possess extensive experience in leading organizational, operational, and budgetary functions within a higher education academic environment. This includes, but is not limited to, resource planning, academic operations, budgeting, coordination of faculty processes (e.g. contract renewals, applications for promotion), and support of student and faculty success initiatives.
The Office Manager will oversee the day-to-day administrative and operational functions of the Dean's Office, ensuring efficient workflow and alignment with the School's mission and strategic priorities. The incumbent will serve as a key liaison among faculty, students, and administrative offices, and must demonstrate professionalism, discretion, and strong problem-solving skills in managing complex and sensitive matters.
Responsibilities and Duties:
- Oversee and support strategic initiatives within the School of Arts and Science, from development through execution, under the guidance of the Dean.
- Provide recommendations and consultation to department chairs and program directors to enhance collaboration, operational efficiency, and effectiveness across departments.
- Support the Dean in budget planning and management of the Dean's Office and School of Arts and Sciences, including monitoring expenditures, forecasting needs, and ensuring alignment with institutional financial policies.
- Support the Dean and Associate Deans in the collection and use of data to evaluate key performance indicators, assess academic and operational outcomes, and inform strategic decision-making.
- Continually review, design, and implement improvements to office processes and organizational structures; identify gaps in knowledge and skills and recommend solutions.
- Oversee the mail merge of Dean's List letters at the end of each semester in coordination with the Registrar.
- Manage and coordinate the Dean's Office calendar, including scheduling meetings, coordinating travel, preparing agendas, recording minutes, and organizing supporting materials.
- Oversee social media content; design engaging posts and track performance analytics for the Dean's Office.
- Maintain and oversee accurate recordkeeping for faculty and academic operations, including CVs, transcripts, accreditation documentation, and programmatic agreements.
- Ensure all academic and administrative documents are properly handled, filed, and maintained in accordance with institutional and regulatory requirements.
- Supervise office staff, student employees, and interns, ensuring high standards of professionalism, accountability, and service.
- Oversee the processing of invoices and/or reimbursements within AvidXchange on a regular basis.
- Coordinate and manage the Rank, Tenure, and Awards (RTA) process, including tracking timelines, maintaining confidential records, ensuring completeness of faculty dossiers, and supporting compliance with institutional policies and accreditation standards.
- Collaborate with the Office of the Provost on RTA processes and ensuring completeness of faculty dossiers.
- Maintain accurate and timely management of all Arts & Science personnel files, correspondence, and databases including but not limited to, faculty and chairperson appointments, full-time and adjunct faculty transcripts, appointment letters and contract renewals.
- Maintain Dean's Office files of required departmental documents such as annual reports, meeting minutes, assessment data, accreditation reporting, and other information as needed.
- Oversee distribution of Letters of Reasonable Assurance for adjunct faculty.
- Post information into electronic and physical platforms for various committees, compile data for posting and follow up.
- Manage and coordinate activities for the Arts and Science Dean's Advisory Board and Council of the Arts.
- Coordinate and share information with Office of the Provost on Arts & Science planned events and activities.
- Collaborate with the Provost's Office and other campus partners to ensure seamless logistics for academic ceremonies, events, and special initiatives.
- Oversee Dean's Office staff in making event reservations using 25Live, catering orders and creation of promotional materials
- Represent the Dean's Office at institutional events and ceremonial functions as needed.
- Proficient usage with Microsoft office suite, including but not limited to Excel, Word, MS Forms, SharePoint and OneDrive
- Perform other related duties as assigned.
Required skills and qualifications - Bachelor's degree
- Five or more years of experience in a administrative role. Candidates with executive experience, preferred.
- Proficiency with office tools such as Word, Excel and Adobe Acrobrat Pro.
- Excellent written and verbal communication skills
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
- Ability to maintain confidentiality
Visa sponsorship is not available for this position. About Iona/EEO Statement: Founded in 1940, Iona University is a private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona is a growing, highly accredited institution located just 20 miles north of Midtown Manhattan, with campuses in New Rochelle, Bronxville, and a new location in County Mayo, Ireland. With over 4,000 students, Iona offers small classes, engaged faculty, and a wide range of programs across the School of Arts & Science, the LaPenta School of Business (AACSB-accredited), the NewYork-Presbyterian Iona School of Nursing & Health Sciences, and the Hynes Institute for Entrepreneurship & Innovation.
Recognized by The Princeton Review, The Wall Street Journal, Forbes, and U.S. News & World Report, Iona is nationally ranked for academic quality, social mobility, and long-term return on investment. The University's continued growth and rising reputation reflect its commitment to academic excellence, innovation, service, and opportunity.
Iona University values and celebrates diversity and is committed to providing a welcoming and inclusive environment for all employees and applicants for employment. Iona is an equal opportunity employer. All qualified applicants will be considered free from discrimination based on any legally protected characteristic under applicable federal, state, or local laws. Iona University encourages applications from qualified candidates of all backgrounds.
