Executive Assistant - School of Architecture

Job Posting Title:

Executive Assistant - School of Architecture

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Hiring Department:

School of Architecture

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide executive level administrative support to the Dean of the School of Architecture, the school’s faculty, and the dean’s office suite.

Responsibilities

Administrative Responsibilities to the Dean

• Calendar: Prioritize and strategically manage the dean’s schedule to ensure effective use of the dean’s time. Utilize judgement to prioritize according to significance and urgency. Ensure the dean is well prepared for calendar activities including, but not limited to creating and distributing agendas, taking meeting notes/minutes, coordinating and following up with internal and external constituents as needed, and retaining historical files.
  • Communications: Support and coordinate the dean's correspondence, including editing, formatting, and creating communications. Independently respond with accuracy and discretion. Manage the SOA Dean general email account and general correspondence from the dean’s office.
  • Travel: Coordinate complex travel arrangements, compiling travel agendas, itineraries, and facilitating expense reimbursements and payments through the business office. Retain historical files and expense reports. Ensure the dean is well prepared for planned travel.
  • General: Exercise independent judgement and analysis in prioritizing situations requiring attention and take necessary action to ensure sufficient operational support. Anticipate the administrative needs of the dean and prepare in advance of expressed need(s). Coordinate and follow up with internal and external constituents on behalf of the dean. Manage confidential and sensitive information with discretion and tact.

Faculty Affairs

• Work collaboratively with school leadership and Academic Affairs on all faculty-related initiatives. Lead tenured and tenure-track faculty affairs, initiatives, and HR processes, including but not limited to: Executive Committee meetings, recruitment and onboarding, promotion and tenure, annual review processes, offboarding, and internal/external awards and honors.
• Manage faculty leave records and processes, including time sheets, course buyouts, approvals, faculty travel grants, and other leave programs.
• Serve as backup for professional track faculty affairs, providing consultation and assistance with PTF HR processes during peak seasons as needed.

Office Operations

• Oversee the daily operations of the dean’s office, including supervision of reception staff. Facilitate communication and coordination to maintain a high standard of office and business operations. Serve as backup for the receptionist, providing daily relief during breaks and coordinating extended relief as needed.
• Support the execution and planning of dean's office meetings and events in support of the UTSOA Events Program Coordinator to ensure successful results. Including, but not limited to distributing meeting materials, finalizing presentations, taking meeting minutes, managing attendee lists and invitations, and coordinating room reservations.
• Exercise a high degree of independent judgement and problem solving to ensure sufficient operational support and compliance with UT and UTSOA policies, staying abreast of relevant policy changes and actively participating in meetings. Manage confidential and sensitive information with discretion and tact.
• Provide administrative support in line with dean’s office needs, which may range from long-term projects to “surge” work. Work collaboratively, proactively, and in a positive, professional manner to build and maintain professional, efficient, and knowledgeable relationships.

Required Qualifications

• Bachelor's degree in a field relevant to the work to be performed.
• A minimum of five years of clerical experience, including at least two years at the Senior Administrative Associate level.
• Exceptional interpersonal, organizational, and communications skills, with a professional demeanor.
• Ability to work creatively, collaboratively, and effectively in complex academic and business environment, engaging with individuals at all levels