Job Abstract

The University of Oklahoma Graduate College seeks a dynamic professional to join our team as the executive assistant to the Graduate College Dean. This position is vital to our mission at the Graduate College to provide holistic support for graduate students as they work towards their goals. Our supportive team environment provides opportunities to collaborate and build connections with organizations across OU's beautiful campus. We are looking for a self-motivated individual who enjoys collaborating and building relationships. Responsibilities include not only administrative support for the Dean, such as managing the Dean's calendar and drafting correspondence, but also managing and coordinating a wide variety of projects, event planning, and meetings. The individual in this position is a critical member of the Graduate Council, the representative body of the OU graduate faculty. As Graduate Council Secretary, duties include reviewing and editing all course changes, scheduling and taking notes at meetings, and preparing the monthly agenda. Every year there is also an opportunity to interact with and support graduate students as chair and organizer of two events: The annual cross-campus Three Minute Thesis Competition and the Design a Shelf Contest. Both of these competitions include financial scholarship opportunities for students. Strong proofreading skills are also a must as this position serves as the primary proofreader and editor, not just for daily correspondence, but for all the Graduate College publications and online communications, including forms and webpages.

Essential Duties:

• Performs complex administrative duties for the Dean.
• Directs and coordinates daily operations of the office or program by serving as a staff and resource person.
• Acts as a liaison with internal and external agencies, compiles data, statistics, and other information.
• Plans events and special projects.
• Provides administrative assistance to the Dean of a College, to include but not limited to making travel arrangements, reimbursements, keeping a calendar, setting up meetings and appointments, assisting with various committees and associated responsibilities.
• Works with other departments across campus.
• Orders and tracks supplies and solves departmental problems as they arise.
• Manages the daily operations of the office or program.
• Assists Dean with the hiring and termination of office staff.
• May delegate tasks and act as the lead employee.
• Acts as the liaison between the College and other agencies.
• Prepares monthly reports for balanced accounts, verification reports, and management reports and distributes to appropriate personnel. May assist with other reports for the Dean.
• Compiles data, statistics, and other information.
• Coordinates and carries out projects or assignments requiring initiative, independent action, and specialized knowledge or expertise to include but not limited to counseling students, event planning, producing in-house publications, and public relations functions.
• Provides information or counseling to students, employees, or the outside public. Independently responds to a variety of surveys, questionnaires, and other requests for information.
• Analyzes a variety of problems and carries out special assignments to solve those problems.
• Performs various duties as needed to successfully fulfill the function of the position.

Required Education: Bachelor's degree, AND:

• 60 months experience managing an office or program for a Dean, Director, or other leadership role.

Equivalency Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 108 months related experience.

Skills:

• Demonstrated proficiency with Microsoft Office Suite, internet browsers, and Adobe Acrobat Pro
• Demonstrated ability in document preparation and proof reading
• Excellent interpersonal skills
• Ability to work independently and as a team player
• Ability to complete tasks in an efficient and timely manner
• Must be detail oriented
• Ability to multitask, be organized, and self-motivated
• Ability to work in stressful situations and within deadlines
• Ability to communicate verbally and in writing

Certifications:

• None

Advertised Physical Requirements:

• Sit for prolonged periods. Communicate effectively and listens. Use of a computer and calculator. Standing, stooping, bending, and reaching.
• Standard Office Environment. Contact with employees, other departments, and outside entities.

Departmental Preferences:

• Previous OU experience.
• Previous experience managing calendars.