Executive Assistant

2 months ago

Austin, United States University of Texas at Austin Full time

Executive Level Assistance Helps create and maintain a welcoming and collaborative office environment for all stakeholders.Serves as the initial point of contact for the Office of the DeanDevelops and maintains a general working knowledge of the school and responds to questions and direct inquiries as needed.Takes responsibility for overseeing and managing the Deans calendar, including such tasks as scheduling meetings with individuals and groups, and building and updating travel schedules and arrangements.Proactively manages scheduling conflicts and provides updates to relevant stakeholdersTracks travel-related and other professional expenses and secures reimbursements.Creates and manages the Deans daily briefing binder by acquiring, organizing, and communicating general content to the Dean that includes pre-reading materials, agendas, meeting and event briefings, and notes for the weeks meetingsProactively anticipates materials needed for meetings involving the Dean and reaches out to meeting participants/organizers to ensure materials are provided in advance.Works in collaboration with others to coordinate meetings of faculty and staff, standing and ad hoc committees, and various events; organizes agendas, takes minutes, and documents and monitors action items, and participates in programming as necessary.Prepares, edits, and coordinates Deans communication and presentations in close coordination with Chief of Staff.Acts as an integral member of a Deans Office team, assisting as needed on projects and coverage.Works closely with Assistant Dean for Business Affairs as back up for approvals.Reviews annual merit in Workday for both SHS and OADR.Faculty Hiring and AppointmentsPosts faculty positions on Interfolio, the UT Austin faculty portal, and websites of national social work organizations.Processes all regular faculty hires (professors, associate professors, assistant professors, clinical faculty, research faculty, professors of instruction, professors of practice, and adjunct faculty). Gathers all Prior Approval Requests (PARs) materials (including signed offer letter) for Provost and processes in Define.Concerning campus visits, processes travel for candidates, builds itinerary (set-up all meetings/interviews, job talk); process candidate reimbursements. Sends evaluation surveys to faculty, staff, and students. Gathers and submits materials for pre-tenure review if necessary. Process posting exemptions if applicable.For adjunct appointments, gathers hiring packet materials to submit to Provost. Route final appointment letter for signature fall, spring, and summer appointments.Leads process for faculty applying for support through Faculty Development Award (FDA) and Faculty Development Leave (FDL) Organizes review committees, process, and reports result to the Provost office.Performs other related duties as assigned or requested by the Dean or the Deans designee.

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