To provide administrative and logistical support to Associate Dean for School Relations and manage the Cockrell School Foundation office.
Manage office services and processes, Foundation budgets, special projects, and reports. Assign special projects to appropriate staff and oversee tasks to completion. Supervise and oversee gift processing and voucher processing activities. Evaluate and develop new processes for accounting functions. Maintain Associate Dean's calendar and coordinate calendars with the development groups in the School Relations office. Coordinate meetings on campus and off campus for a variety of staff, donors, alumni, etc. Arrange meeting logistics and prepare necessary handouts. Oversee planning and coordination of the semi-annual Engineering Advisory Board meetings and events. Act as liaison between Cockrell School and advisory board members. Coordinate various small events and visits with Cockrell School of Engineering alumni which help build relationships, and participate in various events which may include nights and weekends. Make travel arrangements for Associate Dean. Prepare documents needed for travel. Gather receipts after travel and follow reimbursement process through to completion. Manage Dean's Development travel calendar. Coordinate with Development Officers' travel dates and meeting times for the Dean's travel. Track and follow up on projects and reports to be sure that timetables and deadlines are met. Prepare, edit, proofread and format correspondence and reports, ensuring the professional image of the School Relations office. Maintain hard copy and electronic files. Ensure that all HR procedures are followed and activities are completed as required. Work with supervisors to determine annual merit increases with approval from Associate Dean.
Other related functions as assigned.
Demonstration of the following competencies, typically evidenced by a Bachelor's degree and five years of relevant administrative experience: demonstrated results-oriented approach to work; demonstrated experience working in or managing a fast-paced and dynamic office; ability to exercise sound business decisions effectively and in a timely manner while focusing on organization's strategic objectives; ability to successfully manage multiple complex projects and meet deadlines; demonstrated excellent time management skills and ability to prioritize own work and the work of others under dynamic circumstances; ability to work effectively under pressure, maintain composure, and establish strong working relationships with a variety of business contacts at all levels within organization; ability to work successfully independently, with minimal supervision as well as a member of a team; excellent written and verbal communication skills; superior problem solving abilities; professional appearance and demeanor; and demonstrated experience developing and/or managing business processes that ensure efficient operations. Proficiency with the Microsoft Office Suite and Internet browsers. Equivalent combination of relevant education and experience may be substituted as appropriate.
Understanding of university structure and academic programs. More than two years of experience working in a senior executive or academic office. Experience working with faculty. Knowledge of university policy and procedures. Experience serving as a liaison to a professional group or entity.
May work around standard office conditions Repetitive use of a keyboard at a workstation Evening and weekend work may be required during peak periods and for events.