This temporary position will provide executive-level assistance to the Dean of the LBJ School of Public Affairs. We seek a detail-oriented professional with exceptional communication and organizational skills to provide direct support to the Dean.
Manage the Dean's priorities.
Strategize with Dean on long-term and short-term priorities.
Track the Dean's priorities and remind Dean and relevant parties about deadlines and commitments.
Collaborate with Dean's Special Initiatives Project Coordinator to track and complete special long-term projects.
Prepare the Dean for meetings and events.
Craft presentations, reports, and communications.
Prepare speaking notes for events and public appearances.
Prepare meeting agendas and action items on the Dean's behalf.
Communicate with the Dean's Scheduler and Administrative Associate regarding the Dean's calendar, scheduling, and travel arrangements.
Cultivate Dean's relationships with internal and external stakeholders.
Maintain effective and proactive communication with faculty, staff, alumni, administrators, and students, as required.
Arrange for flowers, notes, gifts, etc. to show appreciation, condolences.
Coordinate with development team to help Dean maintain relationships with supporters of the school.
Liaise with Dean's contacts and direct reports.
Serve as point of contact between Dean and leadership team, faculty, staff, students, university leadership, and external contacts.
Follow up with the Dean's contacts and direct reports on projects.
Collaborate with leadership team on dean's involvement in initiatives.
Attend meetings with Dean and leadership team to review initiatives.
Direct information flow through Dean's office.
Collaborate with Senior Human Resources Coordinator for Academics on faculty recruitment.
Assist with recruiting timelines, invitations to candidates, and on-campus visit announcements.
Liaise between the Dean, HR, committees, and university administration on recruitment and hiring processes.
Assist Dean with writing statements for hiring materials and related communications.
Assist with voting on candidates at faculty meetings.
Support faculty promotion and tenure processes and annual reviews.
Serve as Dean's point of contact with faculty affairs and LBJ HR staff regarding promotion and reviews.
Organize the Dean's schedule and preparations for these processes.
Assist with the Dean's promotion letters and associated presentations.
Coordinate Dean's support of human resources priorities.
Collaborate with the HR staff and coordinate the dean's participation in community building initiatives.
Manage recruiting timelines, interviews, and meetings for Dean's direct reports.
Collaborate with HR staff to ensure effective onboarding.
Document and update school-level policies as assigned by the Dean.
Assist Dean with communications, written materials, and correspondence.
Strategize Dean's communications with Chief Marketing Officer.
Manage Dean's email correspondence.
Draft, edit, and advise on letters, memos, and emails.
Send correspondence on behalf of the Dean.
Assist in the planning and execution of Dean's Office events and meetings.
Oversee or coordinate staffing, logistics, and/or onsite support for events.
Plan the annual all-day faculty retreat.
Set meetings schedule, create and send out agendas, and oversee logistics for faculty meetings.
Plan faculty celebrations and other ad hoc dean's events.
Maintain Dean's Office records and coordinate the School's response to Open Records requests.
Other duties as assigned.
Bachelor's degree.
At least five years of experience with advanced administrative functions.
Excellent oral and written communication skills.
Professional demeanor and dedication to excellent customer service.
Experience keeping organized records and planning events.
Highly detail-oriented with outstanding organizational and time management skills.
High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, etc.
Experience supporting an executive.
Prior experience working with UT Box.
Experience in providing support in an administrative office at UT Austin; working knowledge of UT Austin policies and procedures.
Part-time temporary benefits eligible position.
Retirement plan eligibility through Teacher Retirement System of Texas (TRS).