Academic Dean Assistant – Residential Program

Job Description

The goal of SIG is to provide an exceptional three-week experience by creating a community of student learners who share common interests, abilities, and goals. It is the team responsibility to promote a safe environment for students to grow intellectually, socially, and emotionally.

The Academic Dean Assistant (ADA) reports to the Academic Dean and resides on campus throughout the entirety of the program. The ADA provides administrative and operational support to the academic components of the program.


  • Enrolled in an undergraduate or graduate program (Education major or comparable program, preferred). Recent graduates from an undergraduate or graduate program also considered.
  • Work experience in office administration and administrative procedures
  • Experience and/or educational training in an academic environment
  • Experience in the use of Microsoft Word, Outlook, Excel
  • Ability to prioritize, organize, and complete tasks in a self directed environment


  1. Adheres to policies and procedures as outlined in the SIG Employee Handbook, SIG Residential Employee Manual, and the SIG Code of Professional Conduct.
  2. Provides overall administrative and operational support to the Academic Dean, as well as to the overall academic program for students and staff members.
  3. Greets and directs visitors to the program, answers telephone calls, email communication, and provides general administrative support to the Director, Academic Dean, instructors, students, parents and administrative office.
  4. Assists with staff and instructor orientations on campus before the students arrive. Assists the Academic Dean in planning and facilitating the instructor orientation program.
  5. Assists with student registration on the program's opening day.
  6. Make approved schedule changes for students and maintain current class lists and course transfer information, as directed by the Academic Dean.
  7. Monitor book sales, instructor reimbursements, and final costs related to the book store.
  8. Collect book vouchers from bookstore and return to SIG Vice President at end of 1st week of program.
  9. Assists with bookkeeping and financial records for academic program budget, in conjunction with the Academic Dean, Director, and/or Office Manager.
  10. Manages the inventory of the academic supplies for the program. Maintains a checkout system for instructors and TAs and ensures that all materials are returned in a timely manner. Prepares a complete and updated inventory of all academic materials that go into storage during the final days of the program.
  11. Transports and provides academic support materials, making them available on the campus to instructors and students, as requested.
  12. Assists the Academic Dean in planning and hosting faculty meetings throughout the program.
  13. Coordinates and assists with the evening tutorial sessions, as directed by the Academic Dean.
  14. Assists the Academic Dean in compiling and inputting all student objectives for each class.
  15. Schedules the Academic Dean's classroom observations for all instructors and classes.
  16. Assists the Academic Dean in compiling reports and monitoring completion of the Student Performance Reviews from all instructors.
  17. Utilizes the Campus Portal for student, academic, and operational information and reports.
  18. Interacts with students informally on a regular basis to ensure that their individual academic, social, and emotional needs are met.
  19. Assists with opening and closing the overall program, academic supplies, and the office.
  20. Mail requested academic resources/books back to SIG Central at the end of the program.
  21. Provides administrative support for copying materials, data input, creating spreadsheets, writing correspondence or processing information as requested.
  22. Assists with electronic files and reports in academic areas.
  23. Receives and communicates telephone and email messages to staff and students.
  24. Distributes daily mail to staff and students.
  25. Attends all required staff and/or academic meetings.
  26. Acts as substitute teacher in the event of an instructor absence (if qualified).
  27. Completes other duties as assigned by the Academic Dean or Director.

Physical Characteristics of an Academic Dean Assistant

  • The Academic Dean Assistant will exert up to 40 lbs of force occasionally, and/up to 20 lbs of force frequently, and/or a negligible amount of force constantly to move objects. Physical demands are in excess of sitting, and require walking or standing to a significant degree. The ADA is required to move throughout the campus on a routine basis and execute program operations.
  • Hearing used for those activities which require ability to receive and give detailed information through oral communication.
  • Talking is frequent for those activities in which employees must impart oral information to students, parents, facility, and SIG staff. In these activities the ADA conveys detailed or important spoken instructions to students and other employees accurately, loudly, or quickly.
  • Visual requirements include far acuity in visual efficiency required in day and night/dark conditions. A field of vision is needed to see large areas while keeping the eyes fixed.
  • Ability to live with and work with and without air conditioning during the hot, humid weather conditions of the summer.
  • Ability to live on-campus in the assigned dorm, using the available campus facilities, often shared.
  • Equipment used includes cellular telephone, walkie-talkies, and computers, and various office equipment (photo-copier, fax machine, scanner).
  • Must be able to endure long periods of work activity throughout the whole program and orientation timeframe. Able to tolerate disruptions in sleep patterns due to any program emergencies.
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Summer Institute for the Gifted is an equal opportunity employer.