Executive Assistant

Title: Executive Assistant

Employee Classification: Executive Assistant

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Education

Department: UNT-Education-Dean's Off-132100

Job Location: Denton

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The College Education (CoEd) is comprised of four academic departments. The CoEd contributes to the advancement of education, health, and human development. We study people, how children and adults learn, how teachers teach, how educational leaders lead, how to evaluate and improve programs, how to counsel those in need, how to serve our schools and communities, and how to promote well-being. We serve the public by helping them live happier, healthier, and more productive lives.

Position Overview

The Executive Assistant will provide administrative support to the Dean of the College of Education and management of the office.

Minimum Qualifications

Bachelor's Degree and five years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

• Advanced MS Office skills.
• Knowledge and experience with accounting/budgeting procedures.
• Demonstrated ability to effectively communicate verbally and in writing at an exemplary level.
• Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats. Ability to conceptualize, plan and organize multiple programs and assignments effectively.
• Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Skill in developing and maintaining good working relationships with individuals and teams.
• Knowledge of policies, practices, procedures and terminology of assigned functions.

Preferred Qualifications

• Ability to maintain positive interactions with faculty, students, external partners, donors, other UNT personnel.
• Initiative in responding to needs in the physical office space.
• Ability to manage long-term projects, to remember processes across time, and to follow complex tasks through to completion.

Job Duties:

• Provides administrative support for the Dean, including managing correspondence and communications, scheduling/managing the Deans calendar and meetings, coordinating travel arrangements, maintenance of records/documentation, completes tasks as requested, assigned and approved by the Dean.
• Responsible for planning/executing various special events in support of the college faculty and staff.
• Serves as a liaison and primary point of contact between the Dean, the administration, unit heads in the college, and external constituencies including providing support to departments reporting to the Dean.
• Coordinates College deadlines for faculty related recommendations, nominations, and applications based on Provost deadlines. Communicates with Department Chairs on upcoming deadlines and required items. Receives submitted information and may draft information for Dean, submits information to Provost Office as needed. Includes Regents Professor, Modified Service, Emeritus status, Faculty Development Leave, Distinguished Professorships.
• Recommends and tracks timeline for submission of information to College RPTC and Dean based on due dates from Provost Office. Receives submissions from Departments and makes information available to College RPTC, Associate Deans, and Dean for review. Works with College RPTC to ensure recommendations are submitted to the Dean. Ensures Dean and Associate Deans complete review by deadline and correct procedures are followed. Coordinates with the VPAA Office on drafting and circulating select faculty notification letters.
• Responsible for submission of department (deans office) requisitions, purchases, and work orders. Serves as the departmental inventory coordinator, responsible for tracking and annual inventory audit of Deans Office.
• Oversees college annual continuity planning, drafting, and ensuring plan is reviewed/submitted by the dean or her/his designee annually before deadline.
• Oversees space and workflow for the College of Education Deans office and moderates' college email lists. Identifies and recommends improvements for administrative procedures and/or makes evaluative judgments in implementing changes as appropriate to administrative procedures. Provides guidance on procedure updates or changes for the department admins within the college.
• Responsible for employment, supervision, and evaluation of Administrative Specialist (front desk position).
• Maintains college level electronic files on a variety of types of staff/faculty information.
• Works with department Chairs and Provost office to track the college faculty hiring process; approved searches, offers, completed hires, failed searches. May provide logistical support on behalf of Dean in conducting executive level searches.
• Support of Executive Committee meetings including taking notes, distributing agenda, coordinating guests.

Work Schedule:

Monday - Friday 8:00am-5:00pm

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted.

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.