Assistant to the Dean

University of Oklahoma•Norman, OK

1d•Onsite

About The Position

Gaylord College of Journalism and Mass Communication is seeking a highly qualified candidate to join our team as the Assistant to the Deans. This vital member provides high-level professional administrative assistance and support to the Deans of Gaylord College, acts as office manager of the Deans’ suite, and contributes to operational support. We are seeking a highly motivated, proactive individual to support the Deans of Gaylord College. As a senior level staff member, the strongest candidate should have the ability to prioritize and anticipate the needs of the Deans above all else, while maintaining confidentiality of communication and information. We need someone who will exhibit a strong level of integrity and care with the ability to independently solve problems. The Assistant to the Deans play an integral role in the success of the college.

Requirements

Bachelor's degree, AND: 60 months 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 Bachelor’s degree for a total of 108 months related experience.
Ability to work independently and collaboratively
Ability to maintain confidentiality of communications and information
Must be self-motivated and proactive with the ability to take initiative
Must possess a welcoming and caring demeanor when interfacing with students, alumni, and other staff and faculty colleagues on campus
Knowledge of Microsoft Office Suite
Excellent interpersonal skills
Advanced computer skills
Ability to complete tasks in an efficient and timely manner
Must be detail oriented with the ability to multitask
Ability to work in stressful situations and within deadlines
Highly organized and able to handle multiple projects and deadlines
Ability and desire to perform different types of tasks throughout a given day, ranging from handling of urgent requests to long-term planning and office administration

Nice To Haves

OU or higher education experience
Experience working with faculty and students

Responsibilities

Performs complex administrative assistance and support to the Dean, Associate Dean of Academic Affairs, and Assistant Dean for Student Affairs including making travel arrangements, managing calendars, setting up meetings and appointments, assisting with committees and associated responsibilities.
Assists the Deans with organizing faculty meetings, including arranging any planned activities and taking minutes in meetings as needed. Assists with administrative tasks associated with faculty evaluations, assessments, faculty awards, and other college awards.
Communicates with the Board of Visitors on behalf of the Dean, preparing information, data, and agendas, planning and coordinating details and logistics for the Board of Visitors meetings twice a year, as well as associated events.
Assumes day-to-day office management of the Gaylord Hall Deans’ suite including but not limited the coordination of clerical tasks and supervising and training undergraduate student assistants in Deans’ office reception.
Serves as the main point of contact in the Deans’ office for students, faculty, staff, and guests, providing information, directing questions to the correct information source, solving problems as they arise, and acting as liaison to other colleges and offices across campus.
Maintains data and information associated with alumni.
Compiles data, statistics, and other information, providing reports weekly or as requested.
Coordinates and carries out special projects or assignments requiring initiative and independent action.
Acts as facility manager, overseeing facility needs to include monitoring general needs for building repair and maintenance as well as any space renovations. Acts as building safety coordinator, serving as the point of contact for building security issues.
Plans and coordinates college events and assists with the execution of events led by other staff.
Manages building space rentals, coordinating with financial staff regarding associated invoices.
Performs related duties as assigned to successfully fulfill the function of the position.