Office Administrator, LAS Office of the Dean

Office Administrator

Provide administrative support to the Dean, Chief of Staff, Office for Public Engagement and Teaching Academy in the College of Liberal Arts & Sciences. Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects, and meetings.

Duties & Responsibilities

LAS Dean Support

• Manages and serves as the main contact for the Dean's calendar. Including management of scheduling/handling conflicts, managing all meeting logistics
• Coordinates travel arrangements, including all planning logistics such as payments and transactions associated with travel for the Dean
• Work with other members of the college as necessary to ensure efficient processing of all logistics
• Co-manages LAS Dean e-mail inbox to manage incoming information for projects and answer emails/information processes accordingly

Chief of Staff Support

• Manages and serves as the main contact for the Chief of Staff (COS). Duties include - Managing the calendar: scheduling/handling conflicts, managing all meeting logistics and all materials required, ensuring that the COS has information and materials necessary for all meetings, etc.
• Managing incoming phone calls, mail and visitor traffic identifies urgent matters and handles accordingly, provides any background information needed, obtains additional information, when necessary, handles sensitive and confidential matters, exercises discretion and confidentiality

LAS Dean's Office & Administration Support

• Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects and meetings
• Collaborate with the Front Office Team to develop and maintain standard procedures for operations and activities, and lead coordination efforts as assigned
• Provide support for video conferencing and webinars, set up Zoom/Team sessions, and work with technology services to setup up and provide meeting and event offerings
• Serves as a resource on matters of policy and procedures
• Provide backup reception support for Dean's Office, also serve as backup for unit conference rooms and parking space reservations
• Attend and participate in LAS Front Office staff meetings and scheduled professional development meetings
• Other related administrative duties, as assigned to further the mission of the unit

Office for Public Engagement and Teaching Academy support

• Schedule Public Engagement and Teaching Academy events, including coordinating event logistics, promotional materials, and scheduling and travel and lodging for speakers, faculty, and guests (as needed)
• Maintain event guest lists and track RSVPs
• Coordinate contracts and agreements with vendors to support unit operations and events
• Prepare, assemble, and distribute materials for events and meetings
• Supports the Director of Public Engagement and Director of Teaching Academy with managing projects and initiatives

Required Qualifications

1. High school diploma or equivalent. 2. Any one of the following from the categories below: A. Four (4) years (48 months) of work experience comparable to the third level of this series. B. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Successful Candidates will have:

• Ability to communicate effectively with others
• Excellent interpersonal skills and professional acumen
• Ability to communicate effectively and professionally, build rapport and establish effective working relationships with students, faculty, staff, and parents
• Commitment to creating an inclusive environment
• Ability to work harmoniously with faculty, staff, and students from a wide variety of disciplines
• Ability to remain calm and productive in a busy work environment with frequent interruptions
• Ability to take initiative, prioritize tasks, and exercise good judgment
• Excellent attention to detail
• Excellent time management skills
• Demonstrated ability to anticipate needs and establish priorities
• Ability to use discretion and maintain confidentiality in all business matters
• Knowledge of the academic community and its organizational structure
• Proficiency with Microsoft Outlook, Office, Excel, Teams, Zoom, Box
• Familiarity with campus systems including Emburse