Executive Assistant to the Dean

Norman, OK - USA

Monthly Salary: Not Disclosed

Posted on: 7 days ago

Vacancies: 1 Vacancy

Job Summary

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.

Important: ALL required documents must be attached to your job application or your documents will not be visible to the hiring department!

The University Libraries seeks a highly qualified candidate to support the dean of libraries. The executive assistant to the dean operates with significant self-direction and discretion to provide professional administrative and planning support for the dean. This position researches collects and analyzes data relevant reports and other information to prepare written briefs case statements and reports which facilitate engagement with organizational and institutional stakeholders. Assists with developing presentations responding to inquiries planning coordinating and overseeing special activities and initiatives originating in the office of the dean. The executive assistant liaises with Institutional Advancement and Development offices to facilitate effective donor engagement and stewardship. The executive assistant facilitates engagement and event planning with UL Boards and other advisory organizations and oversees coordination of administrative records management and policy documentation procedures. This position also provides liaison support and coordination between library administration and OU Marketing & Communication Account Executive. The executive assistant will act as a liaison to other University Libraries and institutional leaders as needed to facilitate dean initiated and/or dean involved institutional projects and initiatives.

The executive assistant is responsible for coordinating the deans schedule and providing support in all facets of travel including making travel and lodging arrangements registering for conferences and preparing travel claims. The executive assistant works as a team member with administrative office personnel completes assignments that include drafting correspondence filing processing of incoming and outgoing mail maintaining confidential records and information and acts as liaison to other university administrative offices.

Special Instructions to Applicants:

Applicants must attach the following documents in pdf format:

Cover Letter
Resume
List of 3 Professional References

Hire will be contingent on submission of academic transcripts.

Required: Bachelors degree AND:

60 months of experience managing an office or program for a Dean Director or other leadership role.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelors degree for a total of 108
months of related experience

Skills:

Effective oral and written communication skills
Critical thinking skills including an aptitude to research collect and analyze data and prepare reports or responses to inquiries
Experience providing administrative support at an executive-level
Experience and skill with current technology including Microsoft Office (SharePoint Word Outlook Excel and PowerPoint)
Ability to work independently and collaboratively
Ability to maintain confidentiality of communications and information
Excellent organizational and time-management skills
Ability and desire to perform a number of different types of tasks through a given day ranging from the handling of urgent requests to long-term planning and office administration

Certifications: None

Advertised Physical Requirements:

Regular pressure to meet productivity standards; frequent exposure to pressure caused by deadlines and busy periods; may be required to lift bend stoop and carry; ability to engage in repetitive motions; grasp objects with fingers or hands; communicate including expressing oneself or exchanging information with others.

Departmental Preferences:

Bachelors degree in any subject area
Advanced writing and editing skills
Supervisory or team-lead experience
Experience working with OU systems and procedures

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 view the policy visithttps:// 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.

Required Experience:

Required AttachmentsDocuments 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.Important: ALL required documents must be attached to your job application or your docu...