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Administrative Associate-Dean's Office Coordinator
2 months ago
We are seeking an experienced administrative professional to join our team as an Administrative Associate-Dean's Office. This role will provide responsible, complex administrative support to the Graduate School, requiring the use of initiative and judgment in routine and repetitive duties.
Key Responsibilities- Perform duties as Dean's Office front desk receptionist: Greet walk-in students and direct them to the appropriate staff for assistance; Schedule and coordinate use of conference rooms; Order and maintain office supplies for Dean's Office staff, copier, printers and meeting rooms; prepare and submit facilities requests, distribute mail and track correspondence.
- Act as backup, scheduler, and confirm appointments for the Dean.
- Provide administrative support to Graduate School Associate Deans, including but not limited to scheduling and maintaining calendars, reviewing email and routing to appropriate staff for action.
- Collaborate with Executive Assistant to print letters, labels for mailings with Dean's signature, including FedEx mailings. Process travel and entertainment reimbursements as needed.
- Coordinate administrative and logistical support of events for faculty, staff, and students. Attend events to perform duties as assigned.
- Prepare electronic and paper documents, official occasions, purchase of goods and services for the Dean's Office staff.
- Responsible for all aspects of the annual inventory process related to all equipment tracking for the Graduate School suite.
- Serve as official contact for the Graduate School Emergency Management Team including floor manager duties. Provide office safety trainings/communications to the Graduate School suite. Point of contact for Graduate School listserv.
- High school graduation or GED. Five years of clerical experience. Knowledge of Microsoft Office Suite. Demonstrated attention to detail and ability to multitask in an environment with frequent interruptions. Ability and willingness to work independently and as a team member. Strong written and oral communication skills. Must be reliable and professional at all times. Ability to maintain regular office hours and have regular, punctual attendance.
- Relevant education and experience may be substituted as appropriate.
- More than the required years of experience with clerical functions. Working knowledge of University components and Graduate School policies. Experience providing reception services in a professional setting. Experience with clerical functions associated with sensitive and confidential information. Demonstrated ability to handle multiple tasks under noisy office conditions. Demonstrated ability to use computers and Microsoft Word and Excel. Demonstrated ability to work under pressure and meet deadlines. Familiarity with the Family Educational Rights and Privacy Act, FERPA. Familiarity with UT policy and procedures.
- Manual dexterity.
- Repetitive use of a keyboard at a workstation.
- Standard office conditions.
- Resume/CV.
- 3 work references with their contact information; at least one reference should be from a supervisor.
- Letter of interest.
