Executive Assistant 1, College of Engineering, Office of the Dean

Title: Executive Assistant 1, College of Engineering, Office of the Dean

Department Org: Engineering Dean 5

Employee Classification: U1 - Unclassified PSA FT

Bargaining Unit: Bargaining Unit Exempt

Primary Location: Main Campus - Academic

Shift: 1

Posted Salary: Salary will commensurate with education and experience

Job Description:

The Executive Assistant provides senior level administrative, management, and operational support to enhance the Dean’s productivity and effectiveness. This position provides office management and oversight of daily operations, and ensures critical priorities, initiatives, and directives are reviewed and implemented in a timely and effective manner. In many instances, the Dean’s Executive Assistant serves as the liaison between university administrators, faculty, staff, students, and the public.

Duties:

Responsible for administrative functions within the Office of the Dean, including typing and correspondence, scheduling meetings, preparing agendas, taking meeting notes, maintaining electronic files, handling confidential data and correspondence, and preparing reports and spreadsheets. Provides administrative support to the Dean and other Dean’s Office staff upon request. Maintains College email distribution lists. Submits, tracks, and reports common space facilities work order requests and sends communications regarding planned and unplanned utility outages. Coordinates access to engineering buildings and individual spaces.

Oversees and monitors p-card expenses for the Dean and other Dean’s Office staff, upon request, and processes monthly statements for timely submittal. Makes travel arrangements and processes travel reimbursements for the Dean, the dean’s office staffs, and College student organizations, when requested.

Manages events for the Dean’s Office by planning and placing catering orders, sending invites, and tracking RSVPs, coordinating space, furniture and other set up needs, and preparing related meeting materials. Maintains database of alumni, donors, faculty, and staff for events and special communications, collaborating with UToledo Foundation staff as appropriate. Assists in sending birthday cards and other correspondence. Initiates and manages the selection process for college-wide faculty and staff awards.

Processes personnel action forms and assists with college hiring needs, upon request.

Assists with handling confidential faculty information and documentation for promotion, tenure, and professional assessments, and ensures that processing deadlines are met. Provides clerical support for college governance committees convened by the Dean and for college-wide faculty meetings.

Other duties, as assigned.

Minimum Qualifications:

Bachelor’s degree with 1 year of experience supporting an executive level leader OR 5+ years of progressively responsible administrative/secretarial experience for an executive or upper-level management experience in lieu of education.
Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams) and Adobe Acrobat.
Ability to download and perform basic analysis of data from UToledo databases.
Ability to handle confidential matters with discretion.
Strong interpersonal written and verbal communication skills.
Excellent organizational and problem-solving skills.
Commitment to customer service and inclusive excellence.
Ability to work with a diverse group of people at all levels of the organization.

Preferred Qualifications:

At least three years of experience in higher education environment preferred.
Completion of formal training in Microsoft Office preferred.

Conditions of Employment:

All UToledo employees on all campuses, including those working on campus and working remotely, are required to be fully vaccinated against Covid-19, or have an approved exemption.

To promote the highest levels of health and well-being, the University of Toledo campuses are tobacco-free. To further this effort, the University of Toledo Health Science Campus Medical Center is requiring candidates for employment to be nicotine-free. Pre-employment health screening requirements will include cotinine (nicotine) testing, as well as drug and other required health screenings for the position. With the exception of positions within University of Toledo Main Campus and the University of Toledo College of Medicine and Life Sciences, the employment offer is conditional upon successful completion of a cotinine test and Occupational Health clearance.

Equal Employment Opportunity Statement:

The University of Toledo is an equal opportunity, affirmative action employer. The University of Toledo does not discriminate in employment, educational programs, or activities on the basis of race, color, religion, sex, age, ancestry, national origin, sexual orientation, gender identity and expression, military or veteran status, disability, familial status, or political affiliation.

The University is dedicated to the goal of building a culturally diverse and pluralistic faculty and staff committed to teaching and working in a multicultural environment and strongly encourages applications from women, minorities, individuals with disabilities, dual-career professionals and covered veterans.

The University of Toledo provides reasonable accommodation to individuals with disabilities. If you require accommodation to complete this application, or for testing or interviewing, please contact the Human Resources Department at 419-530-4747 between the hours of 8:30AM and 5:00PM or apply online for an accommodation request.

Computer access is available at most public libraries and at the Office of Human Resources located in the Center for Administrative Support on the Main Campus of the University of Toledo.

Advertised: 22 Jul 2022 Eastern Daylight Time
Applications close: