Executive Assistant & Event Manager for the Graduate School

Under the general direction of the Dean of the Graduate School, the Executive Assistant-Event Manager (EA-EM) provides high-level, administrative and clerical support, complex and confidential in nature, to the Dean of the Graduate School. The Executive Assistant manages the workflow of key office processes, responsibly maintains the graduate school budget, oversees student employees (both graduate and undergraduate), and provides high-quality customer service to internal and external constituents. Additionally, the Executive Assistant-Event Manager coordinates all aspects of current graduate student support events from orientation to alumni relations, and he/she assists with both on-and off-campus recruitment and constituent event management. Finally, the EA-EM coordinates a comprehensive schedule of post-event surveys, data collection and analysis.

Essential Duties include the following. Other duties may be assigned.

Administrative Support to Dean, Graduate Council and Graduate School (35%)

• Assists the Dean in meeting Graduate School goals, responds independently to inquiries on behalf of the Dean or directs inquiries to other staff members as needed;
• Provides support for the Dean and office staff relating to faculty meetings, senior staff, Board of Associates, Board of Trustees, Graduate School Advisory Councils, and ad hoc meetings;
• Assists with general communication, including moderation of the grad student listserv, the GradDean inbox, and web communication;
• Maintains the Dean’s electronic calendar and contact list and schedules on-campus, off-campus or virtual meetings and appointments, and assembles necessary briefing materials in advance;
• Handles travel arrangements for Dean, keynote speakers, and/or program consultants, which may include negotiating with vendors;
• Oversees documents, appointments and payment of adjunct, research advisors, committee members and program directors;
• Acts as Graduate Council recording secretary, preparing and distributing minutes, maintains the Council Blackboard site and prepares notices and electronic communications;
• Accesses Recruitment Gateway documents and coordinates interviews for new graduate program faculty and candidates for the graduate school team;
• Manages and distributes a comprehensive annual calendar for the office;
• Assists in maintaining graduate school web page, as needed;
• Prepares weekly staff agenda and gathers documents and information for the meeting;
• Monitors and maintains appropriate inventory of recruitment materials and office supplies;
• Oversees graduate school filing system with an emphasis on electronic filing;
• Organizes other office activities (e.g. facility needs, shredding, equipment repair, inner-departmental and team-building events, etc.) and performs general clerical duties (e.g., phone systems, photocopying, scanning and faxing).

Event Coordination/Support (25%)

• Manages a comprehensive annual calendar of events (both virtual and in-person), annually ranging from recruitment to student-support services;
• Completes arrangements for orientation, open houses, alum career panels, 3MT, Cotton Cyber Lecture, domestic and international student support, advisory boards and program-related events organized specifically for the Grad School (currently supporting ~80/academic year);
• Initiates, coordinates, and manages all aspects of annual Graduate Degree Recipient Reception, including invitations, coordination of facilities, registrations, audio, centerpieces, catering, and set-up with internal and external points of Solicits award recipients, prepares program, script, award certificates, award checks, and all other aspects of the annual event;
• Assists in the coordination of graduate commencement including correspondence, reminders, and important details before and during the ceremony;
• Creates and shares registration links with appropriate event specific demographic questions using various software: Salesforce, Qualtrics and SignUp Genius. Downloads and shares information to ensure high-level communication; 
• Composes and delivers electronic correspondence from initial invitation, reminder, and confirmation, to post-event evaluation;
• Prepares/assembles folders, resource information, check-in sheet, name tags, and miscellaneous items (e.g. prizes, raffle tickets, gift bags) and ensures appropriate recruitment information and items are placed in venue accordingly;
• Creates and analyzes post-event assessment surveys soliciting improvements and suggestions for the all events (~40 events annually).

Assessment Data Collection and Analysis (20%)

• Provides post-assessment surveys and analysis for ~30 program advisory boards;