Executive Assistant-College of Social Work
University of Tennessee, Knoxville
Knoxville, TN
Full-time
Social Service
Posted on April 25, 2024
Executive Assistant to the Dean
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS
Reporting directly to the College of Social Work Chief of Staff, this position will be co-supervised with the Director of Budget, Finance, and Operations. This position performs complex duties and assignments independently and serves as a primary liaison between the Dean's office and academic and administrative units within the CSW. The Executive Assistant organizes and executes certain types of activities and communications that help enhance the Dean’s engagement with internal and external stakeholders. In performing those duties, the Executive Assistant at all times must exercise excellent judgment, maintain confidentiality, represent the Dean in a positive and professional manner, and work collaboratively with other University employees. The Executive Assistant will coordinate the planning and execution of their job responsibilities with the other personnel that report to the Dean. The Executive Assistant will also manage and maintain the framework of the administrative services function for the administrative suite.
Qualifications :
DUTIES AND RESPONSIBILITIES
General Operating Support
· Anticipates, initiates and coordinates administrative issues on behalf of the Dean, including managing their day-to-day schedule and agendas.
· Initiates correspondence on behalf of the Dean to various constituents both internal and external to the University.
· Communicates regularly with the CSW leaders, along with the Offices of the Chancellor and Provost.
· Processes Dean correspondence, including responding to invitations, meeting deadlines, preparing responses, etc.
· Completes travel arrangements for the Dean, and applicable guest travelers including preparation of related travel and entertainment expense reports and petty cash reimbursements.
· Accompany the Dean to important events and meetings, on- and off-campus, to serve as a liaison on-site and gather photos and information to be utilized for post-event follow up including but not limited to drafting, editing, and posting messaging on certain social media platforms of the dean.
Administrative Support for the Dean's office
· Coordinates the Dean's responsibilities and requirements with the promotion and tenure, search and screen, and faculty and staff evaluation processes.
· Anticipate the needs of the office and scale support to address peak periods of activity and service requests.
· Develop and implement a continuity plan for admin assistants so that there is overlap in coverage within the office, ensuring adequate support for dean, associate and assistant deans, and directors in the CSW Administration Suite.
· Prepares agendas and takes meeting minutes.
· Prepares dean communications, including dean contributions to newsletters, annual reports, and CSW holiday cards and works with alumni affairs to maintain distribution lists.
· Serve as backup for administrative support for upper-level search committees. This consists of managing and compiling all applications received from candidates, scheduling candidates for on campus interviews (which may include travel arrangements), coordinating the time and dates with committee members availability, taking committee meeting minutes which is required for all upper-level searches, and scheduling meals.
Administrative Support for Director of Budget, Finance, and Operations
Anticipates, initiates, and coordinates administrative issues on behalf of the Director of Budget, Finance, and Operations, including managing day-to-day schedules and agendas.
· Coordinates meeting/events for the Director of Budget, Finance, and Operations including zoom meetings, room reservations, preparation and distribution of agendas, arranging meals, snacks, and drinks if applicable.
· Completes travel arrangements and prepares related travel and entertainment expense reports and petty cash reimbursements. Serves as contact and provides administrative support when the Director of Budget, Finance, and Operations serves as a search chair for search committees. This consists of management and compiling all all applications received from candidates, scheduling candidates for on campus interviews (which may include travel arrangements), coordinates the time and dates with committee members availability, schedules meals.
· Communicates with CSW Directors and administration, along with the Offices of the Chancellor, Provost, Research, Human Resources, and Finance and Administration
Event Planning Support
· Collaborates with CSW event coordinate to plan fall commencement - coordinates all of the events on a college level between CSW and Provost which includes ordering regalia as needed for Dean/Dean substitute. Manages details of the student commencement speaker. Responsible for communicating directly with the Registrar’s Office Staff regarding faculty participation (based on standard formula).
· Plans and schedules brown bag lunches, town hall meetings, and office hours for the Dean.
· Plans and schedules Dean's Senior Administrative Team retreats, including off-site meeting accommodations and meals, in collaboration with the CSW events coordinator.
· Other duties as assigned.
MINIMUM REQUIREMENTS:
REQUIRED EDUCATION: Bachelor’s Degree
PREFERREED EDUCATION: Master’s Degree
REQUIRED EXPERIENCE: 5 years’ of administrative experience supporting senior staff
PREFERRED EXPERIENCE: Experience in higher education
WORK SCHEDULE: This position may occasionally have evening and weekend work hours.
Application Process: The Knoxville campus of the University of Tennessee is seeking candidates who have the ability to contribute in meaningful ways to the diversity and intercultural goals of the University. Screening of applicants will begin immediately and will continue until the position has been filled.
Interested individuals should provide a cover letter addressing professional experience relevant to each required minimum qualification, a resume, and complete contact information for 3 professional references.
