Assistant to Executive Dean (Sr Administrative Coordinator)
- University of North Texas
- Location: Denton, Texas
- Category: Graduate Business School -Executive-Dean
- Posting Date: 12/17/2020
- Application Deadline: Open until filled
Job Description
Welcome to the University of North Texas System, or UNT World as we like to call ourselves. UNT World includes the University of North Texas in Denton, the University of North Texas at Dallas and the University of North Texas Health Science Center in Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region and we are committed to transforming lives and creating economic opportunity through education. Over the past decade, combined UNTS enrollment has grown by more than 25 percent to nearly 44,000 students.
The College of Liberal Arts and Social Sciences is the largest college on the Denton campus and includes 15 academic departments, a named school, 2 ROTC detachments and multiple interdisciplinary programs and centers. The College delivers the majority of academic core requirements for all undergraduates while providing bachelors, masters, and doctoral degrees to students in our units.
To perform responsible and often highly sensitive and confidential administrative assignments for the Executive Dean of the College of Liberal Arts and Social Sciences. Particular responsibility for day-to-day operation of the Executive Dean’s Office. That is, the position serves as Assistant to the Executive Dean and as the office manager.
Bachelor’s Degree and five years of highly responsible and varied office administration or business management experience; or any equivalent combination of experience, education, and training
- Exceptional communication and interpersonal skills.
- Advanced written communication skills.
- Advanced Microsoft Office skills.
- Knowledge of accounting/budgeting procedures.
- Ability to work under pressure, to adjust to constant changes, to handle multiple
- tasks, and to coordinate the work of others.
- Ability to keep complex records, to assemble and organize data of complex
- nature, and to prepare and submit reports in acceptable formats.
- Ability to conceptualize, plan and organize multiple programs and assignments
- effectively.
- Ability to work on complex and confidential tasks utilizing judgment, tact, and
- resourcefulness.
- Skill in developing and maintaining good working relationships.
- Knowledge of policies, practices, procedures and terminology of assigned
- function.
- Supervisory skills.
Knowledge about higher education; knowledge about faculty hiring, promotion and tenure; experience with Perceptive Content software
Normally 8-5 Monday through Friday but overtime/compensatory may be necessary at certain times of the year or to manage meetings or events
The University of North Texas System and its component institutions are committed to equal opportunity and comply with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University of North Texas System and its component institutions do not discriminate on the basis of race, color, sex, sexual orientation, gender identity, gender expression, religion, national origin, age, disability, genetic information, or veteran status in its application and admission processes, educational programs and activities, and employment practices.
Composes/drafts correspondence, reports and memos for the Executive Dean that have a professional tone and accurate grammar, spelling and punctuation.
Screens calls and visitors. Has access to screen all emails sent to Executive Dean and redirect them as appropriate. Responds to calls, emails, visitors and makes decisions about setting appointments or referring individuals to other people or offices. Serves as as primary point-of-contact between the Executive Dean, the administration, unit heads in the college, and external constituencies.
Collects and organizes information at the request of the Executive Dean; insures that materials are available in advance of meetings; requests input from other individuals in the office or in the College, as necessary to complete the assignment in a timely manner.
Schedules and coordinates a variety of types of meetings for the Executive Dean (calendar, location, agenda & handouts, invitations to attendees, coordinating with any guests, refreshments or meals, takes notes/minutes, including meetings in Zoom or TEAMS, etc.)
Maintains CLASS faculty files in Perceptive Content (or current software for that purpose). Includes reviewing documents and deciding where to place them in the current file structure. Includes transferring old paper files into the software and creating new files for new faculty. Manage security access to the files.
Coordinates with the VPAA Office, the Associate Dean for Administrative Affairs and the College PAC (personnel affairs committee) on processes for faculty P&T (promotion and tenure) and faculty annual evaluations, insuring individuals are trained on use of the FIS (faculty information system) and that materials are entered in a timely manner. Assist with drafting faculty notification letters.
Keeps spreadsheets and files on a variety of types of faculty information that must be tracked for compliance with deadlines or other purposes; e.g. lecturer terms and reappointment processes; unit head self-evaluation documents and PAC evaluations for the Executive Dean’s use; directors and augmentations, and so on.
Oversees the faculty hiring process; tracking vacancies, approved searches, offers, completed hires, failed searches. Coordinates with the Associate Dean for Fiscal and Human Resources and insures she has necessary documents for budgeting purposes. Works with Associate Dean for Administrative Affairs when interviews include the Executive Dean. Helps unit heads understand the hiring process and when special approvals are required.
Oversees the daily operations of the Executive Dean’s Office including activities such as timekeeping, purchasing (pcard holder), indirect supervision of staff, internal office rules/procedures, supervise front desk in absence of the assigned supervisor, moderate college email lists. Attend required annual pcard training and annual cash training, if appropriate.
Represent the Executive Dean’s Office on college, university or system committees or task forces as requested or assigned and approved by the Executive Dean.
submit a resume and an informative cover letter; in addition please attach an email or memo that you wrote in which you explain a procedure/policy or give instructions to someone (be sure to redact any personal information such as names of people or departments or institutions)