Administrative Assistant II.

1 month ago

Arlington, United States The University of Texas at Arlington Full time

Job Summary

A seasoned administrative generalist providing highly skilled expertise for two senior level members in the Dean’s office, including Senior Associate Dean for Nursing and Professor of Practice and Strategy. Administration includes management of both offices, calendaring, preparation of reports, presentations, and other briefing materials, budget preparation, planning, managing and organizing events, coordinating and partnering with the College of Nursing and Health Innovation (CONHI) HR Coordinator for the logistical needs of T/TT candidates for the nursing side of the college, including recruitment, planning visits and interviews, coordinating travel, and preparation of venues. Acts as the nursing academic front-office for CONHI while liaising and building vital relationships throughout the university. Exercise independent judgment, initiative, and ability to facilitate day-to-day office operations and resolve sensitive and confidential issues. Essential Duties and Responsibilities Administration: Maintain the highest degree of professionalism and confidentiality befitting the Dean’s Office with daily discipline for the two executives – and in concert with the executives – by allowing time for problem solving, debriefing, proactivity in scheduling, planning, and preparing for meetings, securing and/or preparing agendas, and securing talking points, executive summaries, talking points, and any other relevant briefing material to ensure productive, action-oriented meetings, excellent preparations, and engagements.  Prepare executives for all travel, including but not limited to airfare, ground transportation, hotel accommodations, travel briefing materials, and any other special requests. 
Office management and administration : Preparing, coordinating, and submitting financial requests. Liaising and tracking vendor contracts with UTA Legal Counsel for CONHI-sponsored program events. Reconciling monthly Statement of Accounts for cost centers within the offices, and general financial oversight and reconciliations. This can include pro­ cards and monthly grant project statement of accounts, and grant funds tracking, as needed and as appropriate. 
Representation: Interact politely and professionally with stakeholders seeking meetings and accept meetings with great discernment, after determining if someone else can more effectively and efficiently solve the problem and evaluating whether the subject matter is impactful.  Ensure there is scheduled unscheduled time each day to allow desk-work and to be proactive, answer emails, spontaneously interact with stakeholders, solve problems, and others. 
Communications : Initiate, manage and coordinate highly confidential daily email communications. Correspond with internal and external stakeholders.  Communications might include emails, letters, memos, and meeting minutes. Interface closely with the Leadership Team and other members of the Dean’s Council to ensure task lists are continuously addressed, acted upon and updated.  Liaise with UTA stakeholders and the Provost’s and President’s Offices, as needed, to ensure proper interactions, and that commitments are fulfilled.  Communicate and liaise with external community contacts throughout the DFW area. 
Special projects: Manage assigned projects that are aligned with the communicated priorities, ensuring timely and successful completion.  Lead and manage special projects and events requiring cross-functional engagement with key staff and faculty across the enterprise, and with external stakeholders, as appropriate.  Serve as point of contact for projects that touch students, faculty, and staff. 
Event Planning and Coordination:   Partner with other administrative assistants to coordinate special events with leadership, including logistics, planning, documentation, processes, and other needs. 
CONHI Digital Measures Administrator:   Supporting the work of the Senior Associate Dean for Nursing as this is the faculty repository of work and reviews. 
Other: Serves on university committees while representing CONHI Leadership.  Stays current on UTA systems and utilizes training resources as appropriate as well as professional development to ensure skills are relative and current to best practices within administration.  Prepares and keeps updated procedures and processes within Sharepoint.  Stays current in all developing areas under scope of responsibilities.  Performs other duties as assigned. Minimum Qualifications Bachelor’s degree with a minimum of two (2) years of relevant experience or in lieu of degree, a minimum of five (5) years relevant administrative experience or an equivalent combination of education and experience. Preferred Qualifications Master’s degree. Experience in administrative assistance with a senior leader, C-Suite Experience.  Two (2) or more year’s experience in providing administrative support for research active faculty and familiarity with the Institutional Review Board process.  Knowledge, Skills and Abilities Proven ability to work under tight deadlines and to demonstrate grace under pressure.  Excellent oral and written communication skills.  Experience in speaking and writing in a succinct and positive manner.  Professional usage of spelling, punctuation, and grammar.  Professional technology skills, particularly Microsoft Office (Outlook, Word, Excel, and Powerpoint). Ability to work independently with minimal supervision.  Must possess professional interpersonal and public relations skills with sound judgment, tact, and a professional manner in dealing with varied constituency. Other Requirements Working Conditions Special Conditions for Eligibility CBC Requirement It is the policy of The University of Texas at Arlington to conduct a criminal background check on any applicant who is under final consideration for employment with the University.

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