Job Description

Title: Executive Assistant

Employee Classification: Executive Assistant

Campus: University of North Texas - Dallas

Division: DAL-Academic Aff & Stdnt Success

SubDivision-Department: DAL-Office of the Provost

Department: DAL-Office of the Provost-500100

Job Location: Dallas

Salary: Commensurate with experience

FTE: 1.000000

Retirement Eligibility:

About Us - Values Overview

Department Summary

The Provost Office and Academic Affairs are the core of the University of North Texas at Dallas academic institution. UNT Dallas is home to instructors who combine scholarship and real-world professional experiences in the fields of business, counseling, education, human services, law and more.

The Executive Assistant to the Provost provides high-level administrative support to the Provost and Executive Vice President for Academic Affairs. The role is critical in ensuring the effective and efficient operation of the provost’s office, acting as a liaison between the Provost, University leadership, faculty, staff, students, and external stakeholders. The Executive Assistant is responsible for providing advanced specialized professional administrative support to the Provost while managing daily administrative tasks, handling sensitive information, and coordinating special projects to support the mission and goals of the University of North Texas at Dallas.

Minimum Qualifications

Bachelor's degree and five (5) years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Knowledge, Skills and Abilities

Advanced MS Office skills. Knowledge of accounting/budgeting procedures. Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats. Ability to conceptualize, plan and organize multiple programs and assignments effectively. Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness. Skill in developing and maintaining good working relationships. Knowledge of policies, practices, procedures and terminology of assigned function. Supervisory skills.

Preferred Qualifications

Academic Affairs Background.

Required License/Registration/Certifications

N/A

Job Duties

• Serves as an advisor, offering insights and feedback when appropriate, based on a deep understanding of the Provost’s priorities and the University’s objectives. Adapts quickly to a fast-paced environment and effectively responds to last-minute changes to plans, including rescheduling meetings, modifying travel itineraries, or handling unexpected urgent matters.
• Coordinates the collection and analysis of data and the preparation of materials for meetings and conferences. Conducts research, compiles reports, and provides information for decision-making. Ensures the completion of required reports.
• Organizes and maintains calendars, ensuring meetings, appointments, and travel are coordinated effectively and efficiently. Makes critical prioritization decisions.
• Coordinates activities on behalf of the Provost. Acts as a liaison between the Provost and other staff, faculty, and constituencies. Communicates instructions or decisions effectively.
• Manages and prioritizes the office workload by directly supervising administrative staff and students, tracking tasks, deadlines, and project milestones. Ensures timely completion and compliance.
• Identifies issues or problems and researches solutions within specific management areas. Balances multiple tasks and priorities simultaneously, maintaining a high level or organization, accuracy, and positivity even in high-pressure situations.
• Anticipates potential issues and proactively offers solutions before problems escalate. Serves as a resource for others in the resolution of complex problems and issues.
• Ensures that key discussions, decisions, and follow-up actions are properly documented, communicated, and executed. Maintains appropriate records and documentation. Maintains strict confidentiality with all sensitive information. Responsible for providing a broad range of confidential, executive support to the Provost.
• Responsible for budgeting, managing, tracking, planning, overseeing and reporting the annual budget, payroll, purchasing and expenditures. Reviews and approves ePARS on the Provost’s behalf which includes identifying and flagging items that need to be brought to the Provost’s attention if a decision is needed.
• Filters communication, including calls, emails, and in-person requests and prioritizes for importance and urgency. Reviews all materials coming into the office and coordinates information flow. Drafts, edits, and reviews written correspondence on behalf of the Provost.
• Responsible for collecting faculty information and maintaining current records. Generates faculty hiring, appointment, and tenure and promotion letters.
• Acts as a bridge between the Provost and the rest of the Academic Affairs team, fostering collaboration and communication to ensure alignment with the Provost’s and University’s goals.
• Performs other duties as assigned.

Physical Requirements

• Communicating with others to exchange information.
  
• Lifting and Moving objects up to 20 pounds.
• Repeating motions that may include the wrists, hands and/or fingers.
• Sedentary work that primarily involves sitting/standing.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Mon. - Fri. 8am-5pm

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted.

Benefits

For information regarding our Benefits, click here

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit –and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.