Executive Assistant I to the Dean

ULSA University of Louisville; Fort Worth (TX); On-site; USD 48,000 - 72,000; Full time

Job summary

The University of Louisville is seeking to hire an Executive Assistant I. This role provides high-level administrative and operational support to the Dean and senior leadership within the School of Music.

The position manages executive schedules, coordinates meetings and events, prepares communications and briefing materials, oversees a variety of projects and office functions to ensure smooth, efficient operations, is responsible for all Workday HR functions/processes (e.g.

Qualifications

• Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience.

Responsibilities

• Provide executive-level administrative support, including calendar management, meeting coordination, and preparation of documents and briefings including faculty load letters, part-time lecturer appointment letters, and accreditation reports.
• Draft, edit, and manage communications, reports, and presentations for leadership.
• Coordinate projects and initiatives, track deadlines, and ensure follow-through on action items.
• Plan and support events, meetings, visits, and related logistics.
• Schedules all travel related to the Dean, which includes ensuring event registrations are processed, flight and hotel arrangements are completed in a timely fashion and ensuring that all travel expenses and reimbursements are processed within the appropriate period upon the Dean’s return.
• Maintain office operations, records, and digital files; oversee inventory and ordering of office supplies.
• Coordinate staff, student, part-time lecturer and faculty hiring and information related to appointments, promotion and tenure reviews, annual performance reviews, resignations, contracts, or other sensitive information, such as grievances or litigations.
• Handles highly confidential information.
• Responds to or initiates correspondence of a confidential or technical nature in a timely fashion.
• Serves as the first point of contact to the Dean and represents the Dean in a highly positive and professional customer service manner.
• Assist with short-term projects and special assignments.
• Perform additional duties as assigned.

Job description

Department: Dean's Office Location: Belknap Campus Time Type: Full time Worker Type: Regular

Minimum Requirements

• Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience.

Grade 5 (Salaried)

Position Description

The University of Louisville is seeking to hire an Executive Assistant I. This role provides high-level administrative and operational support to the Dean and senior leadership within the School of Music. The position manages executive schedules, coordinates meetings and events, prepares communications and briefing materials, oversees a variety of projects and office functions to ensure smooth, efficient operations, is responsible for all Workday HR functions/processes (e.g. hiring faculty, part-time lecturers, staff, graduate students, student workers and temporaries), and is the liaison with Faculty Affairs – both internal and with the Provost’s Office. The role requires strong judgment, professionalism, confidentiality, and the ability to work independently in a fast-paced environment.

Essential Duties and Responsibilities

• Provide executive-level administrative support, including calendar management, meeting coordination, and preparation of documents and briefings including faculty load letters, part-time lecturer appointment letters, and accreditation reports.
• Draft, edit, and manage communications, reports, and presentations for leadership.
• Coordinate projects and initiatives, track deadlines, and ensure follow-through on action items.
• Plan and support events, meetings, visits, and related logistics.
• Schedules all travel related to the Dean, which includes ensuring event registrations are processed, flight and hotel arrangements are completed in a timely fashion and ensuring that all travel expenses and reimbursements are processed within the appropriate period upon the Dean’s return.
• Maintain office operations, records, and digital files; oversee inventory and ordering of office supplies.
• Coordinate staff, student, part-time lecturer and faculty hiring and information related to appointments, promotion and tenure reviews, annual performance reviews, resignations, contracts, or other sensitive information, such as grievances or litigations.
• Handles highly confidential information.
• Responds to or initiates correspondence of a confidential or technical nature in a timely fashion.
• Serves as the first point of contact to the Dean and represents the Dean in a highly positive and professional customer service manner.
• Assist with short-term projects and special assignments.
• Perform additional duties as assigned.

Target Compensation

• Maximum: $72,389.00
• Minimum: $48,225.00

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion. Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 2315 South First Street Walk, Room 02C - Louisville, Kentucky 40292. If you require assistance or accommodation with our online application process, please contact us by email at [e-mail] or by phone [phone].

The University of Louisville is committed to being a great place to work, learn and invest. It is a place where you will thrive in a community of inclusivity, cultivate your innovative power and work where you’ll discover your purpose.