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Job ID: 161099

Office Manager/Administrative Assistant to the Dean (Job #S45)
Tuskegee University


Date Posted Jun. 23, 2021
Title Office Manager/Administrative Assistant to the Dean (Job #S45)
University Tuskegee University
Tuskegee, AL, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Professional Staff
  • Finance/Investment Management
    Administrative Support/Services
 
 

Posting Date: June 22, 2021 Posting End Date: August 22, 2021

Position: Office Manager/Administrative Assistant to the Dean Department: Dean’s Office/TSACS

Status: Full-Time; Exempt

Position Summary
In keeping with the President’s commitment to Tuskegee University seeking "Excellence in Every Way," the ideal Office Manager/Administrative Assistant to the Dean of the School of Architecture and Construction Science and Management (TSACS) will possess the willingness to use their expertise to assist in the university’s efforts to be a sustainable academic organization committed to excellence.

Essential Duties and Job Responsibilities

Assist the Dean with office and department activities and serve as the primary contact for departments needing to work with the Dean. Manage the day-to-day workflow of the Dean (managing the Dean’s calendar, monitoring incoming mail, keeping the Dean apprised of daily messages and events)
Manage communications and outreach made to the Dean’s Office. Identify, prioritize, and synthesize relevant communications, information, and developments of significance which affect the Dean and school leadership
Provide a high level of expertise and operational leadership in the Office of the Dean to help determine and accomplish the organization’s goals and objectives effectively
Oversees and manage the budget for the school such as basic budget, grants, personnel action forms, contracts, and monthly payroll
Assist dean with faculty hiring in the school. Work with the Dean to issue faculty search authorizations annually to departments. Oversee processing of recommendations by departments
Work closely with the dean and department heads to advise and set priorities for the presence of Dean’s Office members at internally and externally focused events and outreach meetings; direct the planning and scheduling of travel, events, and appointments
Screen office and telephone callers; assist in resolving student, faculty, staff, and alumni concerns
Administrator of endowment funds and other gift accounts. Monitor deans and department heads account balances
Organize and facilitate events for the dean such as trips, conferences, and meetings
Prepare, receive, and oversee donations from alumni, companies, churches, and organizations
Type and submit requisitions, check requests, and intra-institutional vouchers for dean
Write letters, correspondences, memorandums, and reports as requested by dean
Set up and coordinate calls for committees as needed to support the programmatic responsibilities of the school
Record and maintain dean, faculty and staff leave time
Collaborate with department heads, faculty, and students on School announcements on dean and TSACS calendars
Assist the Dean with prepare financial and operational reports
Provide clerical support in the development of grant applications
Prepare and route requests for supplies, equipment, and services
Communicate pertinent information to staff and faculty as recommended by the dean
Understand academic policies, rules, regulations, and academic standing
Assist dean with managing school website and other social media accounts
Other duties as assigned that further the mission of TSACS.

Qualifications

Bachelor’s degree with 2 years’ experience with office management and related office management responsibilities
Demonstrated ability to effectively prioritize multiple tasks and demands
High productivity and dependability; be able to work independently
Exceptional interpersonal skills (ability to maintain a pleasant and professional attitude in daily contact with outside vendors, faculty, staff, etc.)
Knowledge of basic language skills, including grammar, punctuation and spelling rules
Ability to operate various office machines – copier, PC, fax machine, etc.
Knowledge of Microsoft Excel, Word and PowerPoint
Implement office policies and procedures.
Prepare and route requests for supplies, equipment, and services.
Communicate pertinent information to staff, faculty, and department heads.
Taking notes and minutes in meetings for dean
Demonstrated ability to effectively prioritize multiple tasks and demands
Colleague Ellucian experience a plus

Salary
Commensurate with education, training and experience

*The statements contained in this job announcement reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. **

Applications are available at the following link:
https://www.tuskegee.edu/Content/Uploads/Tuskegee/files/HR/Fillable-TU-EMPL


 
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