Dean's Office Coordinator

Found in: Talent US C2 - 1 week ago

Dallas, United States SMU Full time

About the Position:

This role is an on-campus, in-person position.

Reporting to the Executive Assistant to the Lyle School of Engineering Dean, the Dean's Office Coordinator will assist the members of the Dean's Office in all aspects of day-to-day operations. The coordinator is the first point of contact for the Dean's Office and is the face of daily operations for the suite. This individual will prepare spaces and offices under the purview of the Dean for meetings and events, and be responsible for the answering the main Lyle Dean's Office telephone and email inquiries. They may occasionally process invoices and request on behalf of the Dean and may be called upon to take minutes at meetings of the faculty and staff. Coordinates special projects as assigned by the Executive Assistant to the Lyle School of Engineering Dean and other Executive Assistants in Dean's Office in support of the school and the Dean.

Essential Functions:

Supports the Executive Assistant to the Dean in daily office operations, including answering telephones, responding to email requests, drafting correspondence, directing visitors to the suite, and professionally managing the front desk. Maintains a bright and positive attitude to all visitors and guests of the Dean's suite, reflecting professionally on the school and the office of the Dean.

Organizes and maintains expense reports, travel arrangements, payment requests, and other logistical elements on behalf of the Executive Assistant to the Dean.

 Assists the Executive Assistant to the Dean and members of the Dean's Office with meetings and special projects as needed. Is called upon to take meeting minutes and helps to set up/tear down special events.

Other special projects as assigned by the Executive Assistant to the Dean or the Dean of the Engineering School.

Occasional evening/weekend hours will be required for special events. 

Qualifications

Education and Experience:

 An Associate's degree is required. A Bachelor’s degree is preferred. 

A minimum of four years of experience is required. Experience providing proactive administrative support for school leadership is preferred. 

Knowledge, Skills and Abilities:

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills.

Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills.

Candidate must demonstrate critical thinking, diplomacy and confidentiality. 

Candidate proficiency in Microsoft Office suite, specifically experience with excel, is preferred. 

Candidate ability to use Planon space reservation software (STABLE) and/or other space reservation software is preferred. 

Physical and Environmental Demands:

Sit for long periods of time Reach above shoulders Handle objects (dexterity) Push/pull

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