Executive Asst to the Dean
Executive Asst to the Dean
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1 Vacancy
Job Description
Required Attachments
Documents required for this position are listed under the Required Attachments section of this job listing. You will be required to upload and attach these documents in the application process.
Required Education and Experience: Bachelors degree AND:
60 months experience managing an office or program for a Dean Director or other leadership role.
Equivalency/Substitution:Will accept 48 months related experience in lieu of the Bachelors degree for a total of 108 months related experience.
Skills:
- Advanced proficiency in Microsoft Outlook and Office Suite.
- Strong command of cloud collaboration platforms (Teams SharePoint OneDrive).
- Expertise in document production and formatting.
- Familiarity with AI productivity tools and experience with ChatGPT.
- Project management experience using cloud-based platforms.
- Outstanding organizational and time-management skills.
- Exceptional attention to detail and conscientiousness.
- Excellent judgment confidentiality and discretion.
- Strong writing and editing skills with ability to capture the Deans voice in communications.
- Ability to work independently and collaboratively in a fast-paced environment.
- Professional approachable style with exceptional interpersonal skills.
Working Conditions:
- Sit for prolonged periods of time.
- Communicate effectively and listens.
- Use of a computer.
- Standing stooping bending and reaching.
- Standard office environment.
- Contact with employees other departments and outside entities.
Supervision: One staff member
Special Instructions:If you are selected as a final candidate for this position you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy visit You Belong at the University of Oklahoma:The University of Oklahoma values our communitys unique talents perspectives and experiences. At OU we aspire to harness our innovation creativity and collaboration for the advancement of people everywhere. You Belong Here!
Equal Employment Opportunity Statement:The University in compliance with all applicable federal and state laws and regulations does not discriminate on the basis of race color national origin sex sexual orientation marital status genetic information gender identity/expression (consistent with applicable law) age (40 or older) religion disability political beliefs or status as a veteran in any of its policies practices or procedures. This includes but is not limited to admissions employment housing financial aid and educational services.
The Executive Assistant to the Dean of the College of Law is a central partner in advancing the mission of the College of Law. this role encompasses the management of the Deans schedule priorities communications and documents; coordination of strategic initiatives; and representation of the Deans office with discretion and professionalism. The Executive Assistant supervises the Deans Suite receptionist liaises with high-profile leaders and external stakeholders and ensures seamless office operations. The ideal candidate will bring a rare combination of organizational excellence polished communication and high-level technical fluency including mastery of Outlook collaboration platforms advanced document production AI-assisted workflows and project management.
Key Responsibilities:
Executive Support
- Expertly manage the Deans Outlook calendar and communications ensuring accuracy priority alignment and proactive scheduling.
- Serve as the gatekeeper for requests and inquiries triaging access to the Dean based on strategic priorities.
- Coordinate travel logistics event participation and timely preparation of talking points and briefing materials.
Digital-First Document & Email Management
- Create edit and produce professional-quality documents reports and presentation.
- Maintain a fully digital cloud-based filing system (SharePoint/OneDrive/Teams) ensuring version control and accessibility.
- Manage inbox systems draft and edit correspondence and use advanced Outlook features (rules categories shared calendars delegation).
Cloud Collaboration & AI Integration
- Leverage Teams and other platforms to support communication document sharing and collaboration.
- Use AI tools (e.g. ChatGPT institution-approved platforms) to draft review and streamline workflows.
- Identify and implement new technologies that enhance productivity and efficiency.
Project & Workflow Management
- Track and coordinate office initiatives deadlines and deliverables using cloud-based project management tools.
- Develop and maintain progress trackers shared dashboards and accountability systems.
- Anticipate and address administrative or logistical challenges before the escalate.
Events Communications & Office Coordination
- Collaborate with colleagues on dean-led events donor/alumni meetings and special programs.
- Oversee and support the Deans Suite receptionist to ensure a professional welcoming environment.
- Assist the Dean in drafting a weekly update email to internal constituents maintaining accuracy consistency and tone.
- Liaise with high-profile leaders alumni donors and external stakeholders with professionalism diplomacy and discretion.
Represent the Deans Office with a positive solutions-oriented attitude.
Employment Type
Full-Time
