Dean's Scheduler and Administrative Associate

3 weeks ago

Austin, United States University of Texas at Austin Full time

Deans Schedule ManagementManage the Deans schedule and calendar. Monitor and make changes as necessary based on unique needs of each day with the ability to adjust. Monitor Deans email for meeting requests. Maintain awareness of high-level stakeholders at the LBJ School of Public Affairs, UT Austin, and the LBJ School community to ensure proper follow up and correspondence. Communicate with the Deans meeting contacts in person, via email, and on the phone with professionalism. Assist with collecting documents and briefs to prepare the Dean for activities. Update the Dean with any last-minute changes to the schedule.Events Coordination Act as lead coordinator for various Deans Office events, including offsite, all-day faculty retreats; speaker arrangements for commencement ceremonies; faculty meetings; faculty retirement celebrations; and ad hoc speaker and faculty events initiated by the Dean. Collaborate with Assistant to the Dean on realizing Deans vision for events. Draft detailed event proposals for review by the Dean. Research and secure venues for offsite events. Secure meeting rooms for onsite events. Verify required documentation for use of school facilities and resources. Research, secure, and arrange catering. Research vendors to provide additional services, such as printing and binding services for materials disseminated at faculty retreats, and procure services. Serve as main point of contact for vendors and manage all related documentation. Use request system to process procurement and payment. Manage vendor contracts, coordinating between vendors and LBJ business office staff. Consult with LBJ business and events staff as needed. Draft invitations as needed. Provide support to Assistant to the Dean with disseminating invitations and agendas as needed. Create forms to collect RSVPs. Track attendance. Take notes at meetings.Arrange travel for commencement speakers. Draft detailed itineraries for commencement speaker movements during commencement. Communicate with commencement speaker and staff about visit details. With Assistant to the Dean, serve as commencement speaker handler to host and support the speaker during the ceremony.Collaboration with Assistant to the DeanCollaborate with the Assistant to the Dean on high-profile, urgent, and complex Deans Office special projects. Provide clerical and administrative support to the Assistant to the Dean on varied essential projects for the Deans Office. Assist in maintaining organizational systems for tracking the Deans events, appearances, and deadlines. Assist with communicating with Deans internal and external contacts. Assist with drafting and disseminating correspondence. Apply the Dean's signature to approved documents. Moderate the staff and faculty listservs. Distribute announcements. Assist in record keeping and filing. Assist in collecting records for Open Records requests. Other occasional duties as assigned.Deans Travel CoordinationIndependently coordinate travel arrangements for the Dean. Develop itineraries, book flights, handle arrangements, reserve meeting facilities, hotel lodging, and other necessary arrangements. Process travel authorization, reimbursement and other expenses, clearly tracking submission and receipt of funds.

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