Office & Events Manager/Executive Assistant to the Dean - College of Communication and Information

Office & Events Manager/Executive Assistant to the Dean - College of Communication and Information

Full Time, Non-exempt, MR08

The University of Tennessee, Knoxville invites applications for an Office & Events Manager & Executive Assistant in the College of Communication and Information (CCI).

Application Process: Interested individuals should apply by March 31, 2024.

Screening of applicants will begin immediately and will continue until the position has been filled. For full consideration, applicants must provide a resume, cover letter, and a minimum of three references. All applicants must apply online to be considered for this position.

The Position: This position reports to the Dean of the College of Communication and Information (CCI), serving as an Office & Events Manager & Executive Assistant. The Events Manager & Executive Assistant has full responsibility for completing tasks that are varied in nature and are prioritized based on the Dean's objectives and goals . The office and events manager for the College of Communication & Information leads all major college specific event and assists schools in coordinating of high profile events to ensure planning is coordinated across college offices. This position leads the coordination of the college's master calendar. The office and events manager manages all scheduling for college spaces and serves as the dean's executive assistant. The office and events will also be the key liaison for the college to the Provost and Chancellor's office. This position will directly supervise an administrative associate in the dean's office and any student workers.

Reporting to the Dean, the Office & Events Manager and Executive Assistant provides specialized assistance to the Dean and plans and directs the complex administrative support activities of the CCI Dean's Office relative to both internal and external operations. As the Office & Events Manager and Executive Assistant they provide superior executive, administrative, and analytical support to the Dean in a variety of areas, including management of the Dean's Office, confidential correspondence, maintenance of the Dean's calendar and travel, managing committees and meetings, and interfacing with advisory boards, alumni, and external partners. The Office & Events Manager and Executive Assistant anticipates, initiates, and coordinates all matters for the Dean, including communications, scheduling, strategic planning, outreach, and event coordination. The Office & Events Manager and Executive Assistant supports the Dean and CCI leadership team in delivering on the College and University strategic plans, advancing the College's image and reputation within the community, the state, the nation, and the world. The Office & Events Manager and Executive Assistant also greets office visitors, engages with alumni and external partners, and works directly with school directors, associate/assistant deans, and others in various College units. The Office & Events Manager and Executive Assistant must function independently and be self-directed to manage the needs of the Dean, exercise good judgement, be organized and able to manage multiple tasks at one time, analyze and respond to complex situations and tasks, and communicate with grace under pressure. Work and information handled is of a nature regularly requiring confidentiality and the exercise of discretion. This position is one of responsibility and trust, with high standards of integrity and professionalism.

The Office & Events Manager & Executive Assistant is expected to:

* Provides primary, executive level, high-quality administrative support for the Dean.

* Works on a variety of complex assignments generally of a critical and/or confidential nature.

* Acts independently to identify and recommend methods and procedures to solve problems and address concerns.

* Handles a broad range of complex inquiries, issues, and confidential materials and may have significant interaction with VIP guests.

* Conducts research on specific, critical and confidential matters, prepares reports, letters, email, speeches, and presentations along with development and production of visual aids for international, national, and university meetings, organizing all materials, briefing the Dean, and distributing final reports.

* Arranges and coordinates travel for the Dean including high-profile donor visits, off-campus locations, professional meetings, etc. and arranges reimbursement.

* Prepares and distributes the Dean's communications.

* Researches and prepares general and confidential letters for Dean's signature.

* Establishes and maintains positive relationships with various constituencies involving inquiries, resolving complaints or problems, yet maintaining and guarding special and confidential information as a liaison for the Dean.

* Screens all incoming calls to Dean and often returns calls on Dean's behalf.

* Serves as buffer for the Dean in critical situations, evaluates and reviews facts, and offers advice.

* Maintains awareness of problems/issues within the college and assists/offers advice when possible in order to work toward adequate solutions.

* Consults with Dean on issues needing attention, requiring a working knowledge of all aspects of the college including academic programs, budget, development, centers, and personnel as well as professional organizations and accrediting agencies.

* Develops, formalizes, and executes a holistic, long-term office management plan for the Dean's Office.

* Designs and implements a digital filing system for the Dean's Office.

* Works directly with the Dean to develop, analyze, and implement policies, procedures, and projects.

* Works directly with college leadership and staff to coordinate office needs, priorities, and projects.

* Serves as direct liaison between Offices of the Provost and Chancellor.

* Collaborates with campus and university-level administrators and staff to ensure the college is proactively contributing to university initiatives.

* Closely monitors incoming documents for Dean's signature ensuring timely response and monitors/maintains all files for Dean's Office; coordinates record retention with University Records Management Office.

* Hires, trains, and supervises work-study students and sets schedules and ensures coverage of the office at all times.

* Coordinates search and hiring processes conducted by the Dean's Office (eg. School director searches), including managing and compiling all applications received from candidates, scheduling candidates for interviews (which may include travel arrangements), coordinating committee members' availability, and scheduling meals.

* Manages the Dean's calendar in an accurate and timely manner, including verifying and reminding participants for key meetings, providing meeting agendas and materials.

* Independently makes decisions regarding Dean's immediate and long-range schedule and activities.

* Provides Dean with background information and data related to all scheduled activities/commitments.

* Provides Dean with meeting schedule and supporting documentation daily; Meets with Dean weekly regarding upcoming scheduled events and needs.

* Supports the Dean's participation in key meetings, including the CCI Administrative Committee, College Leadership Team, college-wide faculty/staff meetings, Board of Visitors meetings, and others by preparing meeting agendas and relevant materials, taking and managing meeting minutes, and providing set-up and overall clerical support.

* Plans and coordinates social activities hosted by Dean including annual dinners, special receptions, football tailgate events, student activities, and luncheon meetings, etc.; Manages date, time, location, and appropriate menu as well as making arrangements for rental items, deliveries, set-up, clean-up, etc.

* Provides planning and management for college-wide events, including event logistics (room reservation, catering arrangements, facility and media setup) and administrative support, including but not limited to, name badges, presentation materials, certificates, etc.

* Provides support to the CCI Board of Visitors, including meeting and event coordination.

* Manages the Dean's calendar in an accurate and timely manner, including verifying and reminding participants for key meetings, providing meeting agendas and materials.

* Independently makes decisions regarding Dean's immediate and long-range schedule and activities.

* Provides Dean with background information and data related to all scheduled activities/commitments.

* Provides Dean with meeting schedule and supporting documentation daily; Meets with Dean weekly regarding upcoming scheduled events and needs.

* Supports the Dean's participation in key meetings, including the CCI Administrative Committee, College Leadership Team, college-wide faculty/staff meetings, Board of Visitors meetings, and others by preparing meeting agendas and relevant materials, taking and managing meeting minutes, and providing set-up and overall clerical support.

* Plans and coordinates social activities hosted by Dean including annual dinners, special receptions, football tailgate events, student activities, and luncheon meetings, etc.; Manages date, time, location, and appropriate menu as well as making arrangements for rental items, deliveries, set-up, clean-up, etc.

* Provides planning and management for college-wide events, including event logistics (room reservation, catering arrangements, facility and media setup) and administrative support, including but not limited to, name badges, presentation materials, certificates, etc.

* Provides support to the CCI Board of Visitors, including meeting and event coordination.

* Assists the Dean in managing confidential faculty-related matters consistent with the Faculty Handbook.

* Works closely with Dean to ensure that his/her responsibilities in the tenure, promotion, and reappointment process are met such as scheduling time to review materials and writing appropriate letters ensuring all deadlines set by Provost are met.

* Coordinates Dean's annual evaluation of all associate deans, directors, and staff including developing the evaluation process and timetable, collecting confidential responses and exercising discretion and decision-making in scheduling appointments with these individuals for the Dean and preparing the Dean's final evaluation for signature.

* Schedules/coordinates Dean's response to annual evaluation process each year for faculty in the college and maintains current spreadsheet of dates and other pertinent information. Works with Provost Office and ensures all policies and dates are strictly observed.

* Maintains confidential files and monitors the status of the process.