To provide responsible, complex administrative skills for a department, requiring the use of initiative and judgment, and/or to supervise the dean's office student workers in routine and repetitive duties.
Manage and perform complex administrative aspects of the front desk and lobby area and provide clerical support to the Dean's Office staff including answering the main phone line, scheduling appointments, maintaining conference room calendars, drafting and finalizing correspondence, assisting faculty, students and guests, and overseeing projects as assigned. Meet and assist guests in person and by phone, coordinate meeting rooms, meeting set-up, and verify required documentation for use of school facilities and rooms, purchases and events. Pick up and drop off, receive, log, and route mail, fax communications, maintain documents and check logs, distribute and process dean's office forms. Prepare and process payment, travel and payroll vouchers accurately for review and approval. Assist in the the creation of other accounting and purchasing documents as needed. Maintain/purchase office and break room supplies and maintain office equipment. Assist in TxShop inventory and supply orders. Monitor facility repair and maintenance requests and work with other campus offices to facilitate prompt resolution when repairs are necessary. Assist the Jackson School Associate Dean, Jackson School Post doctoral fellows and theme leaders with administrative support as needed. Maintain procedures and records and logs relating to equipment use and check-out such as building keys, after-hours access, parking permits, etc. Assist in hiring, training and serve as primary supervisor over part-time student assistants of front desk duties. Serve as back-up to the Executive Assistant.
Other related functions as assigned.
Licenses: Class "C" Operator's Driver's License. Applicant selected must provide a current three year Driving Record from the current state of residence. If not currently a Texas resident, must obtain a Texas Driver's License within 30 days after entering Texas as a new resident.
High school graduation or GED. Three years of clerical experience. Strong written and verbal communication skills. Ability to effectively communicate with a diverse community. Demonstrated attention to detail and ability to effectively manage multiple tasks with frequent interruptions. Ability and willingness to work independently and as a team member. Excellent punctuality and attendance. Equivalent combination of relevant education and experience may be substituted as appropriate.
Bachelor's degree. More than the required years of experience. Experience working in an academic department. Knowledge of university operations.
Repetitive use of a keyboard at a workstation Use of manual dexterity