"Alerted.org

Job Description:

Supports the general administrative functions of a wide variety of academic or administrative units including answering phones, greeting/referring/assisting visitors, customers, staff, or others, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures, and providing high level administrative assistance to executives.

Job Responsibilities

• Typically supervises or oversees the work of student employees and other Technical & Administrative Support staff.

• Typically reports to dean or vice president level. Represents executive and department to the public, employees, and students. Establishes priorities for inquiries; brings inquiries to resolution and/or delegates appropriately to ensure proper handling.

• Oversees planning unit administrative processes and coordinates internal and external communications.

• Coordinates multifaceted calendar of appointments including the determination of appropriate meeting length, location, and participants.

• Coordinates or completes special projects. Represents executive in meetings and/or committees. Acts in the absence of administrator to perform high level administrative duties.

• Researches and analyzes complex problems and provides recommendations for resolution.

• Develops and monitors protocol for handing and maintaining confidential materials.

• Prepares and monitors budget and other financial documents for a planning unit. Maintains accountability for budget expenditures.

Job-specific information:

The Executive Assistant to the Dean provides high-level administrative and strategic support to the Dean of the Patton College of Education. Serving as a key liaison, this role ensures the effective operation of the Dean’s Office by managing communications, coordinating complex schedules and travel, and supporting internal and external relationships. A central function of this position is overseeing the planning and execution of major college events such as Homecoming, Opening Kickoff, and graduation receptions. The Executive Assistant exercises sound judgment, maintains confidentiality, and contributes to the College’s strategic initiatives through efficient administrative coordination and leadership support.

Strategic Administrative Support and Executive Coordination: Provides comprehensive, forward-thinking administrative support to the Dean, anticipating needs, managing confidential information, and serving as a key partner in ensuring smooth, strategic operations of the Dean’s Office.

Calendar, Travel, and Expense Oversight: Independently manages the Dean’s complex calendar, prioritizing appointments, preparing travel itineraries, and reconciling expenses using CONCUR and Bobcat Buy, with attention to efficiency and alignment with the Dean’s priorities

College Event and Project Management: Leads planning and coordination of major

college-wide events (e.g., Homecoming, Opening Kickoff, graduation receptions), manages special projects and initiatives, and ensures timely execution through collaboration across

units.

Engagement, Issue Management, and Meeting Coordination: Serves as a key representative of the Dean’s Office, managing communication with faculty, staff, university leadership, and external partners. Attends meetings to capture critical decisions, track follow-ups, and ensure timely action. Uses sound judgment to assess and direct a wide range of issues, determining which should be addressed independently, referred to other departments or planning units or brought to the Dean for input.

Facilities and Operations Liaison: Serves as the primary liaison to Facilities Management for The Patton College, ensuring building maintenance needs are addressed, space renovations are coordinated, and operational disruptions are minimized.

Minimum Qualifications:

Knowledge of technical and practical administrative concepts, processes, and methods typically obtained by a high school degree or GED or equivalent and a minimum of 5 years administrative support experience. An equivalent combination of education, training, and experience is acceptable.

Specific knowledge, certifications, and licensure will apply at the position level.

Preferred Qualifications:

Bachelor’s degree in business administration, education, or related field

Planning Unit: Patton College of Education

Department: Education, Dean's Office

Applicants may contact this person if they have questions about this position: April Crabtree, [email protected]

Employment Type: full-time regular

Advertised Salary:

$19.38-$24.70/hr. Employees also enjoy a generous benefits package which includes health benefits, paid time off, and educational benefits for employees and their eligible dependents.