Description
Executive Assistant to the Dean and Office Manager - College of Education, Health, and Human Sciences

Regular, Full-time, Market Range 06

The Executive Assistant to the Dean and Office Manager will provide executive, administrative, and analytical support to the Dean of the College of Education, Health, and Human Sciences (CEHHS). The Executive Assistant will anticipate, initiate, and coordinate all matters for the dean, including communications, scheduling, planning, outreach, and event coordination.

Executive Support:

Works on a variety of complex assignments, including preparing drafts of reports, letters, memos, emails, and presentations.  Supports the dean in planning meetings (e.g., leadership team, administrative council, faculty, staff, advisory board, and community engagement), including recommending agenda items, preparing meeting materials, collecting and summarizing documents for the meetings, drafting presentations for the meetings, and recording minutes for meetings. Communicates with individuals, departments, and campus offices on behalf of the Dean. Prepares confidential documents and maintains confidential files.

Serves as liaison to the Office of the Vice Provost for Faculty Affairs and manages the college processes for faculty searches, tenure/promotion, and other faculty related procedures, adhering to the Faculty Handbook and all HR guidelines. Provides direction on behalf of the Dean regarding procedure and format to faculty and department heads for faculty searches and tenure and/or promotion dossiers. Primary point of contact within the college for faculty appointments. Evaluates faculty appointment packages for adherence to Faculty Handbook policies/procedures, collaborates with the budget director to ensure appointments align with college budgets, returns packages to departments when revisions or corrections are needed, submits completed packages to the Vice Provost for Faculty Affairs, and notifies departments of approval or rejection by Vice Provost. Provides administrative support to the CEHHS Promotion and Tenure Committee.

Develops a digital filing system and record management for the college. Generally, works to anticipate the needs of the dean and initiate problem-solving as needed.

Administrative, Event, and College Support:

Manages Dean’s calendar and schedules appointments. Sorts and prioritizes the dean’s email. Screens incoming calls for dean and often returns calls on behalf of the dean.  Manages travel arrangements and processes reimbursement documents. Composes and processes information and documents for search committees or other committees the Dean chairs or participates in. Creates and maintains administration, faculty, and staff resources on college Teams site. Drafts emails, letters, reports, and records. Collects and prepares documents for approval. Makes purchases using Procurement Card for general office items, special events, ads for faculty job postings, and other items as needed. Assist and backup administrative assistants to associate deans when needed.

Plan, organize, and coordinate college-wide events such as Convocation, Recognition Ceremony, retreats, luncheons, and other events. Books venue, arranges catering, organizes details of the event such as awards, prepares venue set-up, purchases items needed, acts as point-of-contact for event.

Supervises 2-5 student assistants, and when available, a staff assistant. Acts as team member when needed to support other administrators or staff in times of need.

Qualifications
Minimum Qualifications:

Required:

Bachelor’s degree in Business Management, Technology, or other related field; or equivalent in combined education and professional experience.

Three years’ experience in office management or administrative support.

Strong written, oral, and interpersonal communication skills. Strong technical skills, such as IRIS/SAP, Microsoft products (Outlook, One Drive, Word, Excel, PowerPoint, SharePoint, and Publisher), Adobe Acrobat Pro, internet browsers, Microsoft Teams, google docs. High level understanding of recent technology used in office management. Ability to learn new technology, systems, and procedures. Time management skills. Organization skills. Ability to work independently, plan, and supervise. Ability to adapt to shifting priorities. Problem solving skills. Ability to maintain confidentiality and professionalism. Ability to adhere to UT policies and procedures. Knowledge of event planning. Negotiating skills. Ability to work with standard office equipment. Strong management skills and ability to work with grace under pressure. Excellent ability to work with all kinds of people. Ability to compile data and generate reports.

Ability to take initiative.  

Preferred:

Certified Administrative Professional.

Experience working at the University of Tennessee or other higher education institution.  

For full consideration, applicants should submit a resume and a letter of interest addressing how their skills and experience match the requirements of the position.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Admin-Education, Health & Human Sciences
Schedule: Full-time
Job Posting: Aug 24, 2021, 5:15:33 PM