Assistant To Dean

:

Provides advanced (senior-level) professional assistance for the Dean of the College. Work involves coordinating or

overseeing high-level administrative operations of the Office of the Dean for respective College. Works under minimal supervision with

extensive latitude for the use of initiative and independent judgment and performs the following duties.

Essential Functions

Coordinates or oversees the high-level administrative operations of the Office of the Dean. Manages the reception area for the Dean's office. Performs complex and confidential secretarial functions for the Dean (s) including word processing/typing of letters, memos, forms, policies, and procedures. Works with and assists the CAO in ad-hoc projects.

Handles confidential information. Provides administrative support for the Dean to include telephone coverage, copier projects (including overhead preparation and/or PowerPoint presentations), mail handling, supply control, and necessary internal and external communication.

Develops and maintains internal and external contacts. Manages and maintains filing for the Office of the Dean and ensures files are up to date and clearly marked for easy access.

Assists the Dean in the arrangement of his/her schedule, using Microsoft Outlook and PDA applications, schedules appointments, and makes travel arrangements for the staff at the Office of the Dean.

Processes purchase orders, travel requests, time sheets, and other business transactions in the financial system for the office of the Dean and as needed. Maintains adequate inventory of office supplies for the Dean's Office. Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.

Collaborates with Dean and Associate Deans to organize, prepare, attend, and take notes/minutes for meetings. Coordinates work with other governmental agencies and private organizations. Effectively communicates with executives and management from various domestic, international, public, and private organizations. Takes and transcribes dictation and composes and prepares confidential correspondence and reports.

Receives information from other departments and compiles data for the Dean.

Performs special projects and assignments as requested by the Dean.

Knowledge of all Microsoft Office software and able to learn and use institutional software systems.

Complies with all State and University policies.

Other duties may be assigned.

Supervisory Responsibilities : Carries out supervisory responsibilities in accordance with the organization's objectives, policies and applicable laws.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Required Qualifications:

Education: Bachelor's degree from a four-year college or university.

and

Experience: Two (2) years experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience. Some travel may be required.

Preferred Qualifications: Five (5) years experience, related to the statement of duties and responsibilities; or equivalent combination of education and experience.

Knowledge, Skills & Abilities

To perform the job successfully, an individual should demonstrate the following:

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics. Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.

Additional Information

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee must frequently stand and walk. The employee must regularly sit; use hands to feel; reach with hands and arms; and talk or hear. The employee must lift and move up to 25pounds.

The noise level for this work environment is usually moderate.

In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment.

The University of Texas at El Paso is an Equal Opportunity / Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or sexual orientation and gender in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972.

For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at [email protected].