Administrative Assistant II - CONHI Dean's Office

Details

Posted: 07-Apr-24

Location: Arlington, Texas

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 27980

Job Summary:

A seasoned administrative generalist providing highly skilled expertise for two senior level members in the Dean's office, including Senior Associate Dean for Nursing and Professor of Practice and Strategy. Administration includes management of both offices, calendaring, preparation of reports, presentations, and other briefing materials, budget preparation, planning, managing and organizing events, coordinating and partnering with the College of Nursing and Healht Innovation (CONHI) HR Coordinator for the logistical needs of T/TT candidates for the nursing side of the college, including recruitment, including planning visits and interviews, coordinating travel, and preparation of venues. Acts as the nursing academic front-office for CONHI while liaising and building vital relationships throughout the university. Exercise independent judgment, initiative, and ability to facilitate day-to-day office operations and resolve sensitive and confidential issues.

Essential Duties:

Administration:

• Maintain the highest degree of professionalism and confidentiality befitting the Dean's Office with daily discipline for the two executives – and in concert with the executives – by allowing time for problem solving, debriefing, proactivity in scheduling, planning, and preparing for meetings, securing and/or preparing agendas, and securing talking points, executive summaries, talking points, and any other relevant briefing material to ensure productive, action-oriented meetings, excellent preparations, and engagements for the dean.
• Prepare the dean for all travel, including but not limited to airfare, ground transportation, hotel accommodations, visa procurement, travel briefing materials, travel enablers, and any other special requests.
• Office management and administration: preparing, coordinating, and submitting financial requests.
• Liaising, and tracking vendor contracts with UTA Legal Counsel for CONHI-sponsored program events.
• Reconciling monthly Statement of Accounts for cost centers within the offices, and general financial oversight and reconciliations. This is including pro­ cards and monthly grant project statement of accounts, and grant funds tracking, as needed and as appropriate.

Representation:

• Interact politely and professionally with stakeholders seeking meetings and accept meetings with great discernment, after determining if someone else can more effectively and efficiently solve the problem and evaluating whether the subject matter is impactful.
• Ensure there is scheduled unscheduled time each day to allow the dean to be proactive, answer emails, spontaneously interact with stakeholders, solve problems, and others.

Communications:

• Initiate, manage and coordinate highly confidential daily email communications for both the dean and the team, on behalf of the dean correspondence to internal and external stakeholders.
• Communications might include emails, letters, memos, and meeting minutes. Interface closely with the Leadership Team and other members of the Dean's Council to ensure the dean's task list is continuously addressed, acted upon and updated. Liaise with UTA stakeholders and the Provost's and President's Office to ensure proper interactions, and that commitments are fulfilled.
• Communicate and liaise with external community contacts both throughout the DFW area and throughout the rural areas of Texas and beyond.

Special projects:

• Manage assigned projects that are aligned with the communicated priorities, ensuring timely and successful completion.
• Lead and manage special projects and VIP events requiring cross-functional engagement with key staff and faculty across the enterprise, and with external stakeholders, as appropriate.
• Serve as point of contact for projects that touch students, faculty, and staff.

Event Planning and Coordination:

• Coordinate special events with the Deans and leadership, including logistics, planning, documentation, processes, and other needs.

CONHI Digital Measures Administrator:
Supporting the work of the Senior Associate Dean for Nursing as this is the faculty repository of work and reviews.
Other:

• Serves on university committees while representing CONHI Leadership.
• Stays current on UTA systems and utilizes training resources as appropriate.
• Prepares and keeps updated procedures and processes within Sharepoint.
• Stays current in all developing areas under scope of responsibilities.
• Performs other duties as assigned.

Required Qualifications:

• Bachelor's degree with two (2) years of relevant experience or five (5) years of relevant experience.

Preferred Qualifications:

• Master's degree.
• Experience in executive administrative assistance with a senior leader.
• Two plus (2+) year's experience in providing administrative support for research active faculty and familiarity with the Institutional Review Board process.

Special Instructions:

Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.

EEO Statement:

It is the policy of The University of Texas at Arlington (UTA or The University) to provide an educational and working environment that provides equal opportunity to all members of the University community. In accordance with federal and state law, the University prohibits unlawful discrimination, including harassment, on the basis of race, color, national origin, religion, age, sex, sexual orientation, pregnancy, disability, genetic information, and/or veteran status. The University also prohibits discrimination on the basis of gender identity, and gender expression. Retaliation against persons who oppose a discriminatory practice, file a charge of discrimination, or testify for, assist in, or participate in an investigative proceeding relating to discrimination is prohibited. Constitutionally-protected expression will not be considered discrimination or harassment under this policy. It is the responsibility of all departments, employees, and students to ensure the University's compliance with this policy.

Open Until Filled: No

Location: Arlington

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About The University of Texas at Arlington
The University of Texas at Arlington is located in the heart of the Dallas-Fort Worth-Arlington metroplex, a vibrant and diverse metropolitan area that is home to over 7 million people, one of the fastest-growing tech economies in the United States, and a wide array of arts, entertainment, and cultural activities. UTA is a comprehensive teaching, research, and public service institution dedicated to the advancement of knowledge through scholarship and creative work. The University is committed to providing access and ensuring student success, and to a culture of innovation, entrepreneurship, and commercialization of discoveries by our community of scholars. With an enrollment of more than 40,000 students, UTA is the second largest in the University of Texas System. As a result of its combination of rigorous academics and innovative research, UTA is designated as a Carnegie R-1 “Very High Research Activity” institution. UTA ranks No. 4 nationally in Military Times’ annual “Best for Vets: Colleges” list and is among the top 30 performers nationwide for promoting social mobility of its graduates (U.S. News & World Report, 2023). UTA is designated by the U.S. Department of Education as... both a Hispanic-Serving Institution (HSI) and an Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and it has one of the top 5 most ethnically diverse undergraduate student bodies in the United States (U.S. News & World Report, 2023). Its approximately 270,000 alumni, including some who occupy leadership positions at many of the 24 Fortune 500 companies headquartered in North Texas, contribute to UTA’s $22.2 billion annual economic impact on Texas. Furthermore, UTA is poised to experience widespread growth in the near future. The university recently launched the first phase of its RISE 100 initiative aimed at recruiting 100 new tenure-system faculty to amplify research standing and position UTA as a leader in key scholarly areas; more details are available at https://www.uta.edu/administration/president/strategic-plan/rise100. The successful candidate for this position will have the opportunity to join UTA during an exciting period of growth and contribute as the university broadens its impact.
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