Dean's Scheduler and Administrative Associate

Job Posting Title:

Dean's Scheduler and Administrative Associate

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Hiring Department:

Lyndon B Johnson School of Public Affairs

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Non-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

This position supports the Dean’s Office of the LBJ School of Public Affairs. The Dean’s Office Administrative Associate balances a broad range of tasks and projects in a dynamic, positive, and supportive work environment. With a primary emphasis on coordinating the Dean’s calendar and travel arrangements, this position also collaborates with the Assistant to the Dean on Dean’s Office priorities to support the Dean’s events, meetings, and administrative initiatives, as well as to develop new projects. The Dean’s Office Administrative Associate interacts with leadership, staff, faculty, and students across the LBJ School and The University of Texas at Austin as well as high-profile local, national, and international professionals and officials. Position offers opportunities and training for professional growth for a highly organized, detail oriented and self-directed employee. This self-starter has excellent communication skills and is capable of strategically prioritizing time-sensitive tasks. Reporting to the Assistant to the Dean, the Dean’s Office Administrative Associate forms an integral part of the Dean’s Office team while working independently to carry out responsibilities and move projects forward.

Responsibilities

Dean’s Schedule Management

Manage the Dean’s schedule and calendar. Monitor and make changes as necessary based on unique needs of each day with the ability to adjust. Monitor Dean’s email for meeting requests. Maintain awareness of high-level stakeholders at the LBJ School of Public Affairs, UT Austin, and the LBJ School community to ensure proper follow up and correspondence. Communicate with the Dean’s meeting contacts in person, via email, and on the phone with professionalism. Assist with collecting documents and briefs to prepare the Dean for activities. Update the Dean with any last-minute changes to the schedule.

Events Coordination

Act as lead coordinator for various Dean’s Office events, including offsite, all-day faculty retreats; speaker arrangements for commencement ceremonies; faculty meetings; faculty retirement celebrations; and ad hoc speaker and faculty events initiated by the Dean. Collaborate with Assistant to the Dean on realizing Dean’s vision for events. Draft detailed event proposals for review by the Dean. Research and secure venues for offsite events. Secure meeting rooms for onsite events. Verify required documentation for use of school facilities and resources. Research, secure, and arrange catering. Research vendors to provide additional services, such as printing and binding services for materials disseminated at faculty retreats, and procure services. Serve as main point of contact for vendors and manage all related documentation. Use request system to process procurement and payment. Manage vendor contracts, coordinating between vendors and LBJ business office staff. Consult with LBJ business and events staff as needed. Draft invitations as needed. Provide support to Assistant to the Dean with disseminating invitations and agendas as needed. Create forms to collect RSVPs. Track attendance. Take notes at meetings.

Arrange travel for commencement speakers. Draft detailed itineraries for commencement speaker movements during commencement. Communicate with commencement speaker and staff about visit details. With Assistant to the Dean, serve as commencement speaker “handler” to host and support the speaker during the ceremony.

Collaboration with Assistant to the Dean

Collaborate with the Assistant to the Dean on high-profile, urgent, and complex Dean’s Office special projects. Provide clerical and administrative support to the Assistant to the Dean on varied essential projects for the Dean’s Office. Assist in maintaining organizational systems for tracking the Dean’s events, appearances, and deadlines. Assist with communicating with Dean’s internal and external contacts. Assist with drafting and disseminating correspondence. Apply the Dean's signature to approved documents. Moderate the staff and faculty listservs. Distribute announcements. Assist in record keeping and filing. Assist in collecting records for Open Records requests. Other occasional duties as assigned.

Dean’s Travel Coordination

Independently coordinate travel arrangements for the Dean