Assistant to the Dean

University of Oklahoma; Norman (OK); Presencial; USD 55.000 - 75.000; Jornada completa

Descripción de la vacante

University of Oklahoma in Norman seeks an Assistant to the Dean to coordinate the dean's calendar, communications, and college-level processes with limited supervision. You will prepare materials for college meetings and liaise with internal and external stakeholders to support college operations.

The role requires a Bachelor's degree and at least 3 years of related experience, plus strong proficiency in Microsoft Office, Excel, and document preparation.

Formación

• :Bachelor's degree required.
• :At least 3 years of related experience.
• :Proficiency with Microsoft Office and Adobe Acrobat Pro.
• :Strong written and verbal communication.
• :Ability to plan calendars, travel, and college-level processes.

Responsabilidades

• Manages the dean's calendar, travel arrangements, daily scheduling, and meetings.
• Prepares correspondence, reports, and presentation materials.
• Compiles data and prepares reports for inquiries.
• Coordinates college committee meetings and minutes.
• Acts as liaison between the dean's office and internal/external stakeholders.
• Maintains confidential personnel records.
• Plans and leads leadership, faculty, and staff meetings.
• Directs daily operations for the Dean’s office.
• Prepares background material for decisions and external commitments.
• Interprets and communicates university policies with confidentiality.

Conocimientos

Microsoft Office Suite

Proofreading

Interpersonal skills

Independent worker

Multitasking

Detail oriented

Time management

Written and verbal communication

Educación

Bachelor's Degree

Herramientas

Excel (Advanced)

FAS – Digital Measures

TPS

Concur

Zoom

Descripción del empleo

Pay Range: Commensurate with experience

Benefits Eligible: Yes

Work Schedule: Monday – Friday, 8:00 a.m. to 5:00 p.m.

Travel: May be required

Position Introduction

The Gallogly College of Engineering seeks an Assistant to the Dean to perform complex administrative duties and provide operational support to the dean, coordinating the dean's calendar, communications, and college-level processes with limited supervision. The Assistant will prepare materials for college meetings, and coordinates with department administrators. The Assistant is a primary staff and resource person who acts as a liaison with internal and external agencies.

Essential Duties

1. Manages the dean's calendar, travel arrangements, daily scheduling, and meeting commitments across the college.
2. Prepares correspondence, reports, and presentation materials for the dean's review.
3. Compiles data, research, and statistics, and prepares reports or responses to complex inquiries.
4. Coordinates college committee meetings, including agendas, materials, and minutes.
5. Serves as a central point of contact and liaison between the dean's office and internal departments, external agencies, faculty, students, alumni, and the Board of Advisors. Communicates college updates to staff, faculty, and alumni.
6. Maintains confidential faculty personnel, appointment, and review records.
7. Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise including: planning special events, administrative projects, and long-term planning initiatives. Also plans and leads regularly scheduled college leadership, faculty, professional development and staff meetings.
8. Directs and coordinates daily operations and initiatives for the Dean’s office under the direction of the dean.
9. Researches and prepares background material for decisions and external commitments.
10. Learns, interprets, and articulates university and college policies while maintaining strict confidentiality regarding sensitive information. Communicates and monitors policies, and deadlines.
11. Performs various duties as needed to successfully fulfill the function of the position.

Knowledge, Skills, and Abilities

• Demonstrated proficiency with Microsoft Office Suite, internet browsers, and Adobe Acrobat Pro
• Demonstrated ability in document preparation and proof reading
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations and within deadlines
• Ability to communicate verbally and in writing

Required Education and Experience:

• Bachelor's Degree
• 3 years related experience

Department Preferences:

• Advanced Excel skills with the ability to build and manipulate spreadsheets
• Experience with Faculty Activity System (FAS) – Digital Measures
• Experience with Tenure and Promotion System (TPS)
• Experience with Concur
• Experience with Zoom

Hiring Contingent Upon a Background Check: Yes