Executive Administrative Assistant (Finance)

Department: Dean's Office Bauer College Salary: 56,800 - 64,600
Description:

Coordinates, directs and manages the office of a top university executive limited to a Vice Chancellor/Vice President, Asst Vice Chancellor/Vice President, Vice President, Assoc Vice President or Dean.

1. Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.
2. Maintains appointment/meeting schedule and calendar.
3. Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail.
4. Drafts routine responses to correspondence as needed.
5. Functionally supervises projects in the office of the executive.
6. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
7. May supervise secretarial and clerical staff in the office.
8. Performs other job-related duties as assigned.

Additional Position Information

The Executive Administrative Assistant provides direct support to the C. T. Bauer College of Business Dean and executive leadership within the Office of the Dean. The demands placed on the Dean are such that they rely on the Executive Administrative Assistant to carry out the duties of this position with little or no direction. The Executive Administrative Assistant to the Dean should also be adaptable and open to change and be able to handle confidential information with discretion.

The Executive Administrative Assistant to the Dean must be fully aware of the Dean's schedule and priorities, including travel commitments and speaking engagements, be prepared to make rapid changes to arrangements, and alert the Dean to potential scheduling conflicts and priorities.

Successful candidates will have the ability to work independently as well as part of a team, work well under pressure, consistently meet deadlines, and manage multiple projects while remaining flexible and positive. This will require exceptional organizational skills and attention to detail. Further, successful candidates will effectively communicate with all levels of management and fellow employees and be able to manage multiple employer relationships.

Position includes the following responsibilities but not limited to:

Calendar and Events
• Schedule appointments and meetings for the Dean, proactively manage the calendar to include requirements of the Dean's external activities, including stakeholder relationships and community events.
• Arrange meetings for the Dean, including, if necessary, catering reservation/menu selection, campus parking for guests (including detailed directions to reach campus and the Office of the Dean).
• Manage dean's conference room reservations.
• Organize agendas, prepare documentation, distribute meeting agenda and proposals to the participants, and facilitate meetings and events hosted by the dean's office.
• Liaise between departments and outside organizations, coordinate agendas, minutes, and meeting materials, and participate in meetings taking notes and minutes as required.
• Ensure that the Dean is fully briefed and prepared in advance of all internal and external appointments, meetings and calls, and is aware of priority matters.
• Inform the Dean's Office front desk staff when to expect guests for a Dean's meeting.

Travel
• Manage all travel preparations for the Dean which include travel preferences, accommodation, transportation, conference registrations, meeting schedules, etc. and prepare complete itinerary for travel.
• Handle complex situations, including rerouting travel/changes in accommodations/last-minute changes in event schedules.
• Prepare the Dean's travel documentation, reconcile travel advances and submit final travel expenses for reimbursement.
• Arrange travel arrangements, accommodation, transportation, and other requirements for guests of the Dean including setting up as a vendor if reimbursement is needed.

Communication and Correspondence
• Provide presence in the dean's entry area and act as first point of contact for the Dean's meetings to all stakeholders.
• Manage the Dean's correspondence, direct communications as appropriate to the Dean's faculty and staff for action and/or college-wide for information.
• Prepare and draft correspondence, letters, memoranda, reports, graphs, and spreadsheets.
• Responsible for updating the web and social media as needed with the Office of Communications.
• Responds to a wide variety of inquiries from faculty and staff.
• Responds to routine & non-routine inquiries regarding business school and campus operations, policies and procedures.

Administration and Records
• Make purchases on behalf of the Dean.
• Prepare and process expense reimbursement for the Dean in compliance with university policy, remain current on knowledge of all policy requirement.
• Receives and reviews for accuracy routine paperwork for Dean's approval and signature, and routes to appropriate offices.
• Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
• Functions as a resource to staff to ensure situations and issues are appropriately managed as well as forwarded to appropriate staff members for resolution.
• Maintain and manage essential records and files for ready access by the dean, including setting up and maintaining filing systems.
• Verifies that funds are available in department budget prior to processing payments and tracks expenditures.
• Ensure dean's conference room is stocked with supplies (e.g. coffee, water, napkins, etc.)

Other
• Provides administrative assistance on a wide range of special projects as assigned by Dean.
• Manages multiple tasks with competing deadlines and assure timely completion of projects.
• Think critically in unexpected situations to assess what needs to be completed and prioritize tasks effectively.

Preferences:
• Experience planning or attending events in a university setting
• Experience in supporting executive level positions.
• The ability to function under heavy workloads and against tight schedules.
• Strong interpersonal skills and a very high degree of customer service ethic.
• The ability to prioritize and plan work activities to use time efficiently.
• Excellent administrative and organizational skills.
• Proven communication skills, both written and orally, with a wide variety of stakeholders.
• A focus on accuracy, quality, and organization.
• Adaptability in responding to management direction and feedback.
• Experience with events management.
• Experience with travel arrangements.

Notes to Applicant: Please include full work history on resume.

Required Attachments: Cover Letter, Resume

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of five (5) years of directly job-related experience.

Additional Posting Information:
Experience will be considered in lieu of education.
Education will be considered in lieu of experience.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are an Equal Opportunity Institution.