Executive Assistant - School of Architecture

Job Posting Title:

Executive Assistant - School of Architecture

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Hiring Department:

School of Architecture

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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Flsa Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

Purpose

Provide executive level administrative support to the Dean of the School of Architecture, the school’s faculty, and the dean’s office suite.

Responsibilities

Administrative Responsibilities to the Dean

• Calendar: Prioritize and strategically manage the dean’s schedule to ensure effective use of the dean’s time. Utilize judgement to prioritize according to significance and urgency. Ensure the dean is well prepared for calendar activities including, but not limited to creating and distributing agendas, taking meeting notes/minutes, coordinating and following up with internal and external constituents as needed, and retaining historical files.
• Communications: Support and coordinate the dean's correspondence, including editing, formatting, and creating communications. Independently respond with accuracy and discretion. Manage the SOA Dean general email account and general correspondence from the dean’s office.
• Travel: Coordinate complex travel arrangements, compiling travel agendas, itineraries, and facilitating expense reimbursements and payments through the business office. Retain historical files and expense reports. Ensure the dean is well prepared for planned travel.
• General: Exercise independent judgement and analysis in prioritizing situations requiring attention and take necessary action to ensure sufficient operational support. Anticipate the administrative needs of the dean and prepare in advance of expressed need(s). Coordinate and follow up with internal and external constituents on behalf of the dean. Manage confidential and sensitive information with discretion and tact.

Faculty Affairs

• Work collaboratively with school leadership and Academic Affairs on all faculty-related initiatives. Lead tenured and tenure-track faculty affairs, initiatives, and HR processes, including but not limited to: Executive Committee meetings, recruitment and onboarding, promotion and tenure, annual review processes, offboarding, and internal/external awards and honors.
• Manage faculty leave records and processes, including time sheets, course buyouts, approvals, faculty travel grants, and other leave programs.
• Serve as backup for professional track faculty affairs, providing consultation and assistance with PTF HR processes during peak seasons as needed.

Office Operations

• Oversee the daily operations of the dean’s office, including supervision of reception staff. Facilitate communication and coordination to maintain a high standard of office and business operations. Serve as backup for the receptionist, providing daily relief during breaks and coordinating extended relief as needed.
• Support the execution and planning of dean's office meetings and events in support of the UTSOA Events Program Coordinator to ensure successful results. Including, but not limited to distributing meeting materials, finalizing presentations, taking meeting minutes, managing attendee lists and invitations, and coordinating room reservations.
• Exercise a high degree of independent judgement and problem solving to ensure sufficient operational support and compliance with UT and UTSOA policies, staying abreast of relevant policy changes and actively participating in meetings. Manage confidential and sensitive information with discretion and tact.
• Provide administrative support in line with dean’s office needs, which may range from long-term projects to “surge” work. Work collaboratively, proactively, and in a positive, professional manner to build and maintain professional, efficient, and knowledgeable relationships.

Required Qualifications

• Bachelor's degree in a field relevant to the work to be performed.
• A minimum of five years of clerical experience, including at least two years at the Senior Administrative Associate level.
• Exceptional interpersonal, organizational, and communications skills, with a professional demeanor.
• Ability to work creatively, collaboratively, and effectively in complex academic and business environment, engaging with individuals at all levels, including with faculty, deans, and institutional leaders.
• Demonstrated attention to detail and a resourceful approach to problem-solving.
• Proven ability to manage multiple projects simultaneously with efficiency and accuracy.
• Demonstrated initiative, innovation, follow-through, tact, diplomacy, and sound judgment.
• Extensive experience in effective communications, problem solving, and delivering excellent service.
• Demonstrated expertise in strategic and tactical planning, relationship management, conflict resolution, critical thinking, and decision making

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Possess education or experience that exceeds the required minimum qualifications.
• Demonstrated interest in architecture, design, or fine arts
• Proven success navigating and supporting complex academic research institutions.
• Experience working directly with academic committees, faculty governance, or institutional leadership.
• Demonstrated ability to lead or contribute to process improvement initiatives or organizational change efforts.
• Demonstrated excellence in writing, formatting, and editing professional business correspondence, reports, or presentations on behalf of an academic leader in a university setting.
• Recent and relevant experience performing similar tasks within an academic institution.
• Familiarity with university applications and systems necessary for daily operations (Workday, Concur, DEFINE, Service Now).
• General knowledge of UT procedures, policy, and administrative structures.
• Special consideration may be given to those with experience working in an arts or design environment.

Salary Range

$70,000-$80,000 Max

Working Conditions

Typical office environment. Occasional overtime work may be required during peak periods and events. ​This position is 100% in-person.

Required Materials

• Resume/CV
• 3 employment references with contact information; at least one reference should be from a previous supervisor
• Letter of interest
• Selected candidates will be asked to submit writing prompt or similar task relevant to the position.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.