Hourly Executive Assistant

Title: Hourly Executive Assistant

Employee Classification: Non-Student Help - Hourly

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-Ryan College of Business

Department: UNT-RCOB-Dean's Office-131100

Job Location: Denton

Salary: $35.00 per hour

FTE: .48

Retirement Eligibility: Not Retirement Eligible

About Us - Values Overview:

Department Summary

The G. Brint Ryan College of Business is the choice of nearly 10,000 students - making it one of the largest business schools in the nation. Since 1961, the college has been continuously accredited by the Association to Advance Collegiate Schools of Business (AACSB) - a hallmark of the world's best business schools. Nationally recognized and cutting-edge degrees, enable students to learn beyond the classroom so they can become leaders in their field.

Position Overview

This position will provide Executive assistance to the Dean of the G. Brint Ryan College of Business and serve as backup to other deans' office support staff as needed.

Minimum Qualifications

Bachelor's degree

Knowledge, Skills and Abilities

• Advanced MS Office skills. 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, adjust to constant changes, handle multiple tasks, and coordinate the work of others.
• Ability to keep complex records, assemble and organize data of a complex nature, and 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 functions.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications:

• High degree of accuracy, problem solving skills, strong organizational, planning, and process skills.
• Ability to prioritize and multitask at a high level.
• Detail oriented.
• Proficiency with Microsoft Office Suite.
• Project management experience.
• Excellent writing, proofing and editing skills.
• Prior experience in higher education preferred.
• Assists Deans Suite staff with providing assistance to the Associate Deans, receptionist, and other staff members within the Dean's Office Suite.

Job Duties:

• Executive level assistance to Dean of the RCoB. The position manages the Deans calendar, conducts research in order to prepare briefing materials, coordinates travel, manages the Deans tasks, and coordinates confidential and sensitive communications. This position works closely with alumni as well as advancement and academic personnel. This position assists the Dean with special projects as needed. This position also facilitates activities and appointments and attends college events as requested by the Dean.
• Arrange reservations for airline, hotel, car rental, etc., for the Dean and ensure the Dean Concur Travel Request is approved by the provost. Works with international office and risk management when travel is international. Processes passport and visa requirements for Dean. Submits mileage reimbursements for local travel.
• Dean's memberships (e.g. dates of conferences/registrations). Maintains records/bank accounts of memberships as requested by Dean. Reviews websites of calendars of memberships (e.g. AACSB) to notify Dean of upcoming conferences.
• Maintains and coordinates Dean's calendar and assists with ensuring that Dean is aware of and prepared for upcoming events.
• Serves as liaison for Reappointment, Promotion Tenure (RPT). Maintains Stop the Clock process. Works with college committees to ensure procedures/polices are followed. Alerts Dean, Department Chairs, and College RPT committee of due dates. Maintains list of faculty and dates of promotion and tenure. Accesses the faculty information system (FIS) to review documents and deadlines. Coordinates faculty development leave, emeritus faculty selections, and various faculty processes that are approved/selected by Dean. Collects necessary documentation and reviews and processes as required.
• Liaises between G Brint Ryan College of Business students and Dean. Serves as the first line of contact for students. Provides students with details of college and UNT policies and student responsibilities. Directs student to correct office/individual based on issue. Coordinates meetings with the dean as necessary. Works with UNT Dean of Students when necessary.
• Serves as point of contact between the Dean and the RCoB faculty and staff, distributing information as requested. Maintains working relationships with Deans Assistants from other colleges. Attends Deans Assistants meetings and delivers information to Dean and staff as deemed necessary.
• Announces to college, processes, and sets deadlines for university-level and College-level awards/nominations. Announces and processes College Staff awards and Star Performer Awards.
• Takes notes and prepares minutes of the College faculty meetings. College Executive Committee. Coordinates agenda items and publishes agenda for the executive committee members. Takes notes, publishes minutes, and maintains on network drive.
• Ensures correspondence and other documentation are maintained and comply with records retention policies. Maintains and organizes key documents on applicable network drives.

Work Schedule:

Monday - Friday 8:00am - 5:00pm, with occasional nights and weekends.

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.