Job Posting Title:
Executive Assistant to the Dean
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Hiring Department:
Education - Office of the Dean
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
UT MAIN CAMPUS
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General Notes:
The College of Education at The University of Texas at Austin, founded in the late 1800s, is a global leader in education, health and sport. Ranked as one of the best education schools by U.S. News & World Report, the college is committed to improving educational access throughout Texas.
The University provides employees a competitive benefits package that includes health insurance (premiums covered 100% for full-time benefits-eligible employees), retirement plans, and paid leave, in addition to other programs and services. We offer robust free training access through LinkedIn Learning, professional conference opportunities, an expansive employee discount program, including athletic tickets. Free access to UT Austin's libraries and museums with a staff ID card. Free rides on all UT Shuttle and Austin CapMetro buses with a staff ID card. For more details, please see: https://hr.utexas.edu/prospective/benefitsand https://hr.utexas.edu/current/services/my-total-rewards
Purpose:
The College of Education seeks a highly organized, professional, and experienced Executive Assistant to the Dean. The Executive Assistant provides executive-level administrative, operational, communications, and project support to the Dean and the Office of the Dean. Serving as a primary representative of the Dean's Office, this position manages complex scheduling, communications, meetings, and confidential matters with professionalism, discretion, and sound judgment.
The Executive Assistant anticipates needs, prioritizes competing demands, coordinates across a wide range of internal and external stakeholders, and ensures the Dean is well prepared for meetings, events, travel, and strategic initiatives. The position serves as a key liaison between the Dean and college, university, and external constituencies, helping facilitate effective communication, follow-through, and execution of priorities.
The role also provides operational leadership for key college meetings and events and supervises administrative staff within the Office of the Dean, coordinating workload, priorities, and administrative processes in support of college goals.
Responsibilities:
Coordinate comprehensive executive and administrative support for the Dean, including management of a complex calendar, scheduling and coordination of meetings, preparation of correspondence, presentations, and briefing materials, and organization of priorities, action items, and delegated approvals. Handle confidential and sensitive matters with discretion and professionalism. Ensure the Dean is prepared for meetings, events, travel, and other engagements by coordinating background materials, logistics, and technology needs.
Coordinate special projects, initiatives, and emerging issues on behalf of the Dean. Monitor progress on assigned priorities, facilitate follow-up activities, and work with stakeholders to ensure timely completion of action items. Identify and resolve administrative issues proactively and elevate matters requiring executive attention.
Lead administrative and logistical planning for meetings, retreats, events, and other college convenings sponsored by the Dean's Office. Responsibilities include agenda development, preparation and distribution of materials, coordination of communications, management of logistics, documentation of outcomes, and follow-up tracking. Provide staff leadership support for the Leadership Team, Chairs' Meeting, Dean's Team, Staff Advisory Committee, and other groups as assigned.
Serve as a primary point of contact for the Dean and represent the Dean's Office with professionalism and responsiveness. Coordinate communications on the Dean's behalf and work effectively with faculty, staff, students, alumni, donors, governmental officials, university administrators, and other internal and external stakeholders.
Supervise and coordinate the work of Dean's Office administrative staff. Establish priorities, monitor workflow, provide coaching and guidance, ensure effective administrative support, and assist in resolving operational issues. Support continuous improvement of administrative processes and office operations.
Perform other duties and responsibilities in support of the Dean, the Office of the Dean, and college priorities.
Executive-level judgment, discretion, and professionalism.
Ability to anticipate needs, prioritize effectively, and manage multiple competing demands.
Strong organizational, project coordination, and follow-through skills.
Excellent written, verbal, and interpersonal communication skills.
Ability to build collaborative relationships with diverse stakeholders.
Strong attention to detail and commitment to accuracy.
Adaptability and sound decision-making in a fast-paced environment.
Bachelor's degree or equivalent combination of education and relevant experience.
Five years of progressively responsible experience providing administrative or executive support to senior leaders in a complex organization.
Demonstrated experience managing complex schedules, communications, meetings, and competing priorities.
Experience handling confidential and sensitive information with discretion and professionalism.
Experience coordinating meetings, events, and administrative processes involving multiple stakeholders.
Excellent written and verbal communication skills.
Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and calendaring systems.
Seven or more years of executive-level administrative support experience.
Experience supporting senior academic leaders or executives in a higher education environment.
Experience preparing executive correspondence, presentations, briefing materials, and reports.
Experience supervising staff and coordinating administrative operations.
Knowledge of university policies, administrative systems, and travel/expense processes.
$85,000 + depending on qualifications
Work Shift: Standard 8am - 5pm
May require occasional support for events, retreats, meetings, or convenings outside standard office routines.
Standard office environment.
Regular interaction with senior leadership, faculty, staff, students, alumni, donors, and external constituents.
May require occasional support for events, retreats, meetings, or convenings outside standard office routines.
Requires handling confidential and time-sensitive information.
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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
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Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
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Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.
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Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.
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E-Verify:
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:
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Compliance:
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.
