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Office Manager/Administrative Assistant to the Dean (Job #S45)

Employer
Tuskegee University
Location
Tuskegee, AL

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Professional Fields, Architecture & Urban Planning
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Job Details

Posting Date: June 22, 2021 Posting End Date: August 22, 2021

Position:Office Manager/Administrative Assistant to the DeanDepartment: Dean’s Office/TSACS

Status: Full-Time; Exempt

Position Summary
In keeping with the President’s commitment to Tuskegee University seeking “Excellence in Every Way,” the ideal Office Manager/Administrative Assistant to the Dean of the School of Architecture and Construction Science and Management (TSACS) will possess the willingness to use their expertise to assist in the university’s efforts to be a sustainable academic organization committed to excellence.

Essential Duties and Job Responsibilities

  • Assist the dean with office and department activities and serve as the primary contact for departments needing to work with the dean. Manage the day-to-day workflow of the dean (managing the dean’s calendar, monitoring incoming mail, keeping the dean apprised of daily messages and events)
  • Manage communications and outreach made to the Dean’s Office.
  • Identify, prioritize, and synthesize relevant communications, information, and developments of significance, which affect the dean and school leadership
  • Oversees and manage the budget for the school such as basic budget, grants, personnel action forms, contracts, and monthly payroll
  • Assist dean with faculty hiring in the school. Work with the dean to issue faculty search authorizations annually to departments. Oversee processing of recommendations by departments
  • Work closely with the dean and department heads to advise and set priorities for the presence of Dean’s Office members at internally and externally focused events and outreach meetings; direct the planning and scheduling of travel, events, and appointments
  • Screen office and telephone callers; assist in resolving student, faculty, staff, and alumni concerns
  • Administrator of endowment funds and other gift accounts. Monitor dean’s account balances
  • Organize and facilitate events for the dean such as trips, conferences, and meetings
  • Prepare, receive, and oversee donations from alumni, companies, churches, and organizations
  • Type and submit requisitions, check requests, and intra-institutional vouchers for dean
  • Write letters, correspondences, memorandums, and reports as requested by dean
  • Set up and coordinate calls for committees as needed to support the programmatic responsibilities of the school
  • Record and maintain dean, faculty and staff leave time
  • Collaborate with department heads, faculty, and students on school announcements on dean and TSACS calendars
  • Assist the dean with prepare financial and operational reports
  • Provide clerical support in the development of grant applications
  • Prepare and route requests for supplies, equipment, and services
  • Communicate pertinent information to staff and faculty as recommended by the dean
  • Other duties as assigned that further the mission of TSACS.

Qualifications

  • Bachelor’s degree with 2 years’ experience with office management and related office management responsibilities
  • Demonstrated ability to effectively prioritize multiple tasks and demands
  • High productivity and dependability; be able to work independently
  • Exceptional interpersonal skills (ability to maintain a pleasant and professional attitude in daily contact with outside vendors, faculty, staff, etc.)
  • Knowledge of basic language skills, including grammar, punctuation and spelling rules
  • Ability to operate various office machines – copier, PC, fax machine, etc.
  • Knowledge of Microsoft Excel, Word and PowerPoint
  • Implement office policies and procedures.
  • Prepare and route requests for supplies, equipment, and services.
  • Communicate pertinent information to staff, faculty, and department heads.
  • Taking notes and minutes in meetings for dean
  • Demonstrated ability to effectively prioritize multiple tasks and demands
Salary
Commensurate with education, training and experience

*The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. **

Applications are available at the following link:
https://www.tuskegee.edu/Content/Uploads/Tuskegee/files/HR/Fillable-TU-EMPLOYMENT-APPLICATION.pdf

Each applicant, including all current/existing employees, must complete and submit a Tuskegee University employment application, resume/CV, a list of (3) to (5) references (with detailed contact information) and copies of unofficial transcripts (official transcript(s) will be required upon hire). Applicants must meet the minimum qualifications and submit a completed application packet in order to be considered for the position. The University reserves the right not to fill the position in the event of budgetary or operational constraints. Application packets with missing information will be considered incomplete and will not be processed.

Human Resources Department
Attn: Employment/Recruitment
101 Kresge Center
Tuskegee University
Tuskegee, Alabama 36088

Email Address: [email protected] Fax: 334-724-4319
Equal Employment Opportunity Employer-Male/Female/Veteran/Disabled
Federal law requires identity and employment eligibility verifications on Form I-9 within three (3) business days of
employment. Must be able to pass a drug screen and background check.

Organization

Working at Tuskegee University

Tuskegee University is an independent and state-related institution of higher education. Its programs serve a student body that is coeducational as well as racially, ethnically and religiously diverse. With a strong orientation toward disciplines which highlight the relationship between education and work force preparation in the sciences, professions and technical areas, Tuskegee University also emphasizes the importance of the liberal arts as a foundation for successful careers in all areas. Accordingly, all academic majors stress the mastery of a required core of liberal arts courses.

Tuskegee University is located in Tuskegee, Alabama, which is 40 miles east of the Alabama State Capitol in Montgomery, Alabama, and 20 miles west of the city of Auburn, Alabama. It is also within easy driving distance to the cities of Birmingham, Alabama and Atlanta, Georgia.

The academic programs are organized into five colleges and two schools:

(1) The College of Agriculture, Environment and Nutrition Sciences;

(2) The Andrew F. Brimmer College of Business and Information Science;

(3) The College of Engineering;

(4) The College of Arts and Sciences; 

(5) The College of Veterinary Medicine, Nursing and Allied Health;

(6) The Robert R. Taylor School of Architecture and Construction Science; and

(7) The School of Education.

The curricula for these colleges and schools currently offer over 50 degrees including 39 Bachelor's, 13 Master's, 2 Doctor's of Philosophy: one in Materials Science and Engineering, and one in Integrative BioSciences, and the Doctor of Veterinary Medicine.

Graduate instruction leading to the Master's degree and Doctor of Philosophy Degree is offered in three of the five colleges.

The University is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools (SACS); and the following programs are accredited by national agencies: Architecture, Business, Education, Engineering, Clinical Laboratory Sciences, Nursing, Occupational Therapy, Social Work, and Veterinary Medicine. Of special note is the fact that Tuskegee University is the only independent, historically black university with four engineering programs that are nationally accredited by the Accreditation Board of Engineering and Technology (ABET), the major accrediting body for the engineering sciences. Also, Tuskegee University's Chemistry program is one of only a few among Historically Black Colleges and Universities (HBCU's) that is approved by the American Chemical Society. Furthermore, the Dietetics Program is approved by the American Dietetic Association and the Food Science Program is approved by the Institute of Food Technologists.

Tuskegee University was the first black college to be designated as a Registered National Historic Landmark (April 2, 1966), and the only black college to be designated a National Historic Site (October 26, 1974), a district administered by the National Park Service of the U. S. Department of Interior.

Special features in Tuskegee University's program include: The General Daniel "Chappie" James Center for Aerospace Science and Health Education, honoring America's first black four-star general who was a Tuskegee University graduate, and housing the nation's only Aerospace Science Engineering program at an HBCU; Media Center, School of Veterinary Medicine, with state-of-the-art video up-link and down-link, intra-school communications, audio/visual, graphics, photography and document production; The Kellogg Hotel and Conference Center, a state-of-the-art hotel and meeting facility for educational, business and cultural events; The Tuskegee University National Center for Bioethics in Research and Health Care, a distinctive research, teaching and outreach program that addresses issues of ethics and public policy in the treatment of people of color and rural Americans in health care.

Other special features which enhance the educational and cultural environment of the University include: The Booker T. Washington Monument, "Lifting the Veil," which honors the University's Founder; the George Washington Carver Museum (named for the distinguished scientist who worked at Tuskegee), which preserves the tools and handiwork of Dr. Carver; the Tuskegee Archives, a chief center for information on the challenges, culture and history of Black Americans since 1896; The Tuskegee Airmen's Plaza, commemorating the historic feats of America's first black pilots, who were trained at Tuskegee University; The Reserve Officers Training Corps (ROTC) Center, and the Center for Continuing Education – a nucleus for continuing adult education.

Over the past 125 years since it was founded by Booker T. Washington in 1881, Tuskegee University has become one of our nation's most outstanding institutions of higher learning. While it focuses on helping to develop human resources primarily within the African American community, it is open to all.

Tuskegee's mission has always been service to people, not education for its own sake. Stressing the need to educate the whole person, that is, the hand and the heart as well as the mind, Dr. Washington's school was soon acclaimed--first by Alabama and then by the nation for the soundness and vigor of its educational programs and principles. The solid strength has continued through the subsequent administration of Dr. Robert R. Moton (1915-1935), Dr. Frederick D. Patterson (1935-1953), Dr. Luther H. Foster (1953-1981) and Dr. Benjamin F. Payton (1981-2010). In August 2010, Dr. Charlotte P. Morris assumed the role of Interim President of the University. She is the first female to serve at the helm of Tuskegee University, and only the second Interim President for the institution. Dr. Gilbert L. Rochon served as the 6th president of Tuskegee University from November 1, 2010 to October 19, 2013. Dr. Matthew Jenkins served as Acting President from October 19, 2013 to June 14, 2014. Dr. Brian L. Johnson assumed the role of 7th Tuskegee University President on June 15, 2014.

Tuskegee enrolls more than 3,000 students and employs approximately 900 faculty and support personnel. Physical facilities include more than 5,000 acres of forestry and a campus on which sits more than 100 major buildings and structures. Total land, forestry and facilities are valued in excess of $500 million.

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