Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Office of the Dean of Students

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Sep 02, 2024

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes:

Dean of Students staff serve students through programs, events, resources, and services built around student support, student involvement, and student conduct. Our services also include Student Governance Organizations. Dean of Students is one of eight departments in the Division of Student Affairs.

Purpose:

Reporting to the Associate Dean of Students, the Executive Assistant will provide comprehensive executive support to the Office of the Dean of Students. They will coordinate, develop, direct, and evaluate assigned projects and plans. The position engages in extensive calendar management, meeting coordination, and collaboration with faculty, staff and students.

Responsibilities:

• Provide comprehensive executive support to the Dean of Students and the Associate Dean of Students. Demonstrate business acumen and diplomacy in all situations and interactions. Exercise a high degree of initiative, judgment, level of discretion and decision-making. Manage and maintain the Dean of Students’ and Associate Dean of Students’ calendars by managing, evaluating, and escalating priorities as necessary, make appointments, maintain files, examine and respond to correspondence, manage the daily schedule/routines. Delicately and tactfully influence and provide guidance when appropriate. Carry out the Dean’s vision, foster relationships, and positively influence and mentor others. Resolve and investigate issues on behalf of the Dean. Provide support for other senior staff members as needed in matters regarding the Office of the Dean of Students.

• Serves as a resource to the Office of the Dean of Students and the Division of Student Affairs on wide-ranging, special projects to include processing student death memos, supporting the UT Remembers ceremony, managing the endowed scholarship selection process, and the Dean’s Dozen award process. Provides scheduling and calendar support for executive officers in the Student Governance Organizations (Student Government, Senate of College Councils, and the Graduate Student Assembly). Coordinates Office of the Dean of Students events, programs, and trainings.

• With the Associate Dean of Students, coordinates the Office of the Dean of Students’ data collection and responses for the University and mandated external reports such as accreditation for SACSCOC and the Clery Act; coordinates the collection and recording of student involvement data for development purposes; and supervises the development student employees and/or interns. Leads the records and information management for the Office of the Dean of Students ensuring compliance with University policy.

• Manages and handles unforeseen issues as required. Conducts research, compiles data, and composes correspondence and reports. Responds independently to a variety of administrative requests such as surveys, audits, questionnaires, and questions posed by a variety of sources. Serves as the primary respondent for the main Office of the Dean of Students email account. Provides support to administrative staff team as needed including telephone and front desk coverage.

Required Qualifications:

Bachelor's degree or GED and three years of administrative experience, at least one at the senior administrative associate level. Competency in the use of the Microsoft Office suite. Demonstrate adaptability, attention to detail, and ability to engage. Demonstrate strong written and oral communication and strong interpersonal communication skills. Experience scheduling and managing calendars. Ability to display tact and professionalism, work cooperatively in the office environment, and provide excellent customer service. Require minimal supervision and use time efficiently. Exhibit sound and accurate judgment. Demonstrate persistence and overcome obstacles. Ability to take initiative in working both independently and in cooperation with others. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications:

Administrative experience in a university setting and assisting individuals from various backgrounds. Experience in a position that demonstrated advanced competency in direct customer service, problem-solving, process improvement or related job knowledge. Proven ability to analyze issues and offer prac