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:

General Notes

The School of Architecture at The University of Texas at Austin—provides next-generation leadership for design and planning education. Always cognizant of our role as stewards of the built environment, we meld principle and practice to foster innovation while remaining always grounded in serving our communities.

Benefits

The University of Texas at Austin provides an outstanding benefits package to staff, including, but not limited to: 

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%) 
• Voluntary vision, dental, life, and disability insurance options 
• Generous paid vacation, sick leave, and holidays 
• Teachers Retirement System of Texas (a defined benefit retirement plan, with employer matching funds) 
• Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b) 
• Flexible spending account options for medical and childcare expenses 
• Robust free training access through LinkedIn Learning plus professional conference opportunities 
• Tuition assistance 
• Expansive employee discount program, including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin Capital Metro buses with staff ID card 

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards

Must be authorized to work in the United States on a full-time basis for any employer without sponsorship.

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 l