Executive Assistant - CLASS Dean's Office

Title: Executive Assistant - CLASS Dean's Office

Employee Classification: Executive Assistant

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Lib Arts & Soc Sci

Department: UNT-CLASS-Dean's Off-Gen-120100

Job Location: Denton

Salary: $51k+. Commensurate with experience.

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Department Summary

The College of Liberal Arts and Social Sciences (CLASS) is the largest academic unit on the UNT main campus in Denton. We provide much of the core curriculum for undergraduates and offer bachelors, masters and doctoral degrees. The CLASS Executive Dean's Office works to assist all academic departments in CLASS to support the teaching, learning, and research efforts of each unit.

Position Overview

The Executive Assistant to the Executive Dean of the College of Liberal Arts and Social Sciences provides high-level administrative support and manages daily operations of the Dean's Office. Serving as the primary liaison for internal and external stakeholders, the role requires exceptional organizational skills, discretion in handling confidential information, and the ability to represent the Dean's priorities with professionalism. Key responsibilities include coordinating communications, overseeing the Dean's schedule, and ensuring the office functions efficiently to support the College's mission.

Minimum Qualifications

Bachelor's Degree and five years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

• Advanced MS Office skills.
• Highly organized and detail oriented.
• Ability to handle sensitive information with discretion and thrive in a demanding and fast-paced environment, remaining cool under pressure.
• Knowledge and experience with accounting/budgeting procedures.
• Demonstrated ability to effectively communicate verbally and in writing at an exemplary level.
• 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 with individuals and teams.
• Knowledge of policies, practices, procedures and terminology of assigned function.
• Demonstrates strong decision-making and problem-solving abilities and consistently follows through on projects.
• Is proactive in anticipating and resolving issues.

Preferred Qualifications

Knowledge about higher education; about faculty hiring, promotion and tenure; experience with Perceptive Content software.

Job Duties:

• Oversees the daily operations of the Executive Deans 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 Deans Office on college, university or system committees or task forces as requested or assigned and approved by the Executive Dean.
• 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 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; ensures 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 Deans 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 they have 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.

Work Schedule:

Monday - Friday, 8:00am - 5:00pm. Additional hours as requested and/or needed. Regular and reliable attendance.

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted.

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist or participate in an investigative proceeding or hearing.