Math Chair's Executive Assistant

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Job Title:
Math Chair's Executive Assistant

Department:
Arts and Sciences | Mathematics

Provides high-level support for the Department of Mathematics office of the Chair. The Executive Assistant will operate with a high degree of independence, confidentiality, attention to detail, discretion, and fiscal responsibility.  Uses substantial judgment and independent decision-making authority for all administrative operations of the Chair’s office including routing concerns to routine and non-routine inquiries.  Fosters and contributes to a collaborative office culture within the department.  Acts as a highly resourceful team player with the ability to function effectively independently and resolve issues as they arise.

Maintains an in-depth knowledge of the Chair's activities to strategize and collaborate to understand priorities.  Conducts research on various issues to prepare action recommendations or resolve issues.  Collects and analyzes data for various Department, College and University priorities.  Coordinates and assists in the development of programs and/or the completion of special projects. Anticipates conflicts and makes decisions independently to manage time through coordination and prioritization of the Chair's schedule and commitments.   Coordinates with other leaders' calendars as necessary.

Manages all administrative activities related to the faculty award process, appointment and reappointment annual review as well as the promotion and tenure (P&T) review process. Coordinates annual FPL & SA requests. Prepares discussion summaries from faculty and key committee meetings and conducts electronic faculty votes.

Coordinates faculty meetings.  Manages the Chair's correspondence, draft edits, and finalizes reports and presentations.  Manages food events and travel arrangements and associated reimbursements for the Chair, Faculty Recruitment visitors, Math Advisory Board and Colloquium visitors all completed in Workday via creating Spend Authorizations (SA), Expense Requests (ER) and Requisitions (REQ).  Manages department key distribution and manages office room assignments.  Reserves rooms for conferences and meetings.  Provides backup supervision to 3 – 4 front desk student assistants that monitor incoming front desk calls and distribute mail.

Required Qualifications: Experience working in an academic environment. Expert familiarity with Microsoft Word, Excel, PowerPoint, Outlook, Qualtics and Adobe Pro.

High School diploma or GED

4 years of relevant administrative experience

Desired Qualifications: (we encourage you to apply even if your experience is not a 100% match with the desired qualifications)

Associate's degree

Previous experience in higher education

Additional Information:

The Department of Mathematics within the College of Arts and Sciences seeks a Math Chair's Executive Assistant to join our team. The College of Arts and Sciences is the largest college and the academic heart of the university. The College hosts 81 majors. With 38 departments, 20+ world-class research centers, and more than 2,000 faculty and staff members, students have the unique opportunity to study with the best artists, scholars, and scientists in their field.  The College values diversity and offers a supportive, open, and inclusive community. 

The pay range for this job profile is $22.16 - 29.54 The offer for this position will fall within this range based on internal equity, unit's available budget, and the candidate's qualifications.

Location:
Mathematics Tower (0007)

Position Type:
Regular

Scheduled Hours:
40

Shift:
First Shift

Final candidates are subject to successful completion of a background check.  A drug screen or physical may be required during the post offer process.

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Applicants are encouraged to complete and submit the Equal Employment Identification form.