Assistant to the Dean

The Honors College is an integral part of the University of Oklahoma, providing a supportive and challenging academic program for intellectually motivated undergraduate students. Our small college community seeks to inspire students to a lifetime of broad intellectual curiosity and continuing self-sustained inquiry and personal growth by offering enriching interdisciplinary curriculum and diverse programs.  

The Honors College Assistant to the Dean is a critical component to the success of the college, serving as a key point of contact for Honors students, faculty, Board of Visitors, staff, and guests to the college. This staff member serves as the executive assistant providing administrative support for the Dean's schedule, correspondence, travel, and recordkeeping. The Assistant to the Dean serves as a liaison to faculty, staff, OU administrators and central offices, as well as other colleges across campus. This staff member performs various duties as needed to successfully fulfill the function of the position. 

The ideal staff member maintains standards of best practices in data management, workplace communication, and organizational health. They will demonstrate respect towards all members of the Honors College and all those who interact with the Honors College. They must have a strong, consistent work ethic and sense of accountability as a team member and as an individual employee. As a first point of contact for many of our constituencies, the staff member should maintain a sense of warm welcome toward a diverse audience. 

Essential Responsibilities: 

• Perform complex administrative duties for the Dean and Associate Dean including but not limited to receiving incoming calls, making travel arrangements, scheduling, assisting with committees, and associated responsibilities. Acts as Dean’s liaison between offices on and off campus.
• Direct and coordinate daily operations of the office by serving as a staff and resource person. 
• Compile data, statistics, and other information. 
• Coordinate and plan events including but not limited to college, faculty events, and Board of Visitors events. 
• Manage space for the college including classroom scheduling and space renovation. Monitor general needs for building repair and maintenance. 
• Coordinate and carry out special projects or assignments requiring initiative and independent action.
• Serve as Graduation Coordinator.
• Manage contract system, permissions and petitions to enroll, and research forms. Process incoming applications in coordination with Associate Dean to determine entrance. Address specific issues with students as needed. Provide information on university and college policy. 
• Represent college at events as needed

Required Education/Experience: Bachelor’s degree AND:

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

Equivalence/Substitution: Will accept 48 months similar or related experience in lieu of Bachelor’s degree, for a total of 108 months experience. 

Skills: 

• Excellent oral and written communication.
• Proficient in Microsoft Office
• Advanced computer skills
• Ability to communicate well and build rapport quickly with students, faculty, and staff.
• Detail-oriented for accuracy of data and information.
• Highly organized and ability to handle multiple projects and deadlines.
• Demonstrates ability to learn, interpret, and articulate complex policies and procedures.
• Willingness to work independently, collaboratively, and under supervision.
• Ability to maintain confidentiality and secure sensitive information.

Advertised Physical/Environmental Requirements: 

• Sitting for long periods of time.
• Frequent talking. Ability to engage in repetitive motion.
• Frequent exposure to pressure caused by deadlines and busy periods.
• Ability to work effectively with a wide range of constituencies.
• Requires contact with other colleges and areas of university.
• Standard office environment. 

Department Preferences: 

• Experience working with students and faculty
• Excellent office management skills
• Welcoming and caring demeanor when interfacing with students, alumni, and other staff and faculty colleagues on campus
• Ability to learn new systems and processes
• Willingness to work closely with supervisor and other departments across campus to manage work and solve problems
• Experience and interest in event coordination
• Experience with Zoom
• Critical thinking skills, including an aptitude to research, collect, and analyze data and prepare reports or responses to inquiries
• Ability and desire to perform a number of different types of tasks throughout a given day, ranging from handling of urgent requests to long-term planning and office administration

Supervision: None 

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing. 

Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person's unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.  

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.