Executive Assistant-College of Social Work

University of Tennessee - Knoxville, TN

Full-time - Mid Level

Knoxville, TN

Educational Services

About the position

The Executive Assistant to the Dean at the College of Social Work (CSW) at the University of Tennessee, Knoxville, plays a crucial role in supporting the Dean and ensuring the smooth operation of the Dean's office. This position reports directly to the Chief of Staff and is co-supervised by the Director of Budget, Finance, and Operations. The Executive Assistant is responsible for a wide range of complex duties that require independent judgment and discretion. As a primary liaison between the Dean's office and various academic and administrative units, the Executive Assistant enhances the Dean's engagement with both internal and external stakeholders. This role demands a high level of professionalism, confidentiality, and the ability to represent the Dean positively in all interactions. The Executive Assistant will manage the Dean's day-to-day schedule, coordinate communications, and handle correspondence with various constituents. This includes processing invitations, preparing responses, and managing travel arrangements for the Dean and guests. The role also involves accompanying the Dean to important events and meetings, serving as a liaison, and gathering information for post-event follow-ups, including social media updates. In addition to general operating support, the Executive Assistant will provide administrative support for the Dean's office, including coordinating responsibilities related to faculty evaluations and search processes. The position requires anticipating the needs of the office and scaling support during peak activity periods. The Executive Assistant will also prepare meeting agendas, take minutes, and assist with communications for newsletters and reports. Furthermore, the Executive Assistant will support the Director of Budget, Finance, and Operations by managing schedules, coordinating meetings, and handling travel arrangements. Event planning is also a significant aspect of this role, including organizing commencement activities and other college-level events. The Executive Assistant will be expected to perform other duties as assigned, contributing to the overall effectiveness of the Dean's office and the College of Social Work.

Responsibilities

• Anticipates, initiates and coordinates administrative issues on behalf of the Dean, including managing their day-to-day schedule and agendas.
• Initiates correspondence on behalf of the Dean to various constituents both internal and external to the University.
• Communicates regularly with the CSW leaders, along with the Offices of the Chancellor and Provost.
• Processes Dean correspondence, including responding to invitations, meeting deadlines, preparing responses, etc.
• Completes travel arrangements for the Dean, and applicable guest travelers including preparation of related travel and entertainment expense reports and petty cash reimbursements.
• Accompanies the Dean to important events and meetings, on- and off-campus, to serve as a liaison on-site and gather photos and information for post-event follow up.
• Coordinates the Dean's responsibilities and requirements with the promotion and tenure, search and screen, and faculty and staff evaluation processes.
• Anticipates the needs of the office and scales support to address peak periods of activity and service requests.
• Develops and implements a continuity plan for admin assistants to ensure adequate support for dean, associate and assistant deans, and directors in the CSW Administration Suite.
• Prepares agendas and takes meeting minutes.
• Prepares dean communications, including contributions to newsletters, annual reports, and holiday cards, and maintains distribution lists.
• Serves as backup for administrative support for upper-level search committees, managing applications, scheduling interviews, and taking meeting minutes.
• Anticipates, initiates, and coordinates administrative issues on behalf of the Director of Budget, Finance, and Operations.
• Coordinates meetings/events for the Director of Budget, Finance, and Operations including zoom meetings, room reservations, and preparation of agendas.
• Completes travel arrangements and prepares related travel and entertainment expense reports for the Director of Budget, Finance, and Operations.
• Collaborates with CSW event coordinator to plan fall commencement and manages details of the student commencement speaker.
• Plans and schedules brown bag lunches, town hall meetings, and office hours for the Dean.
• Plans and schedules Dean's Senior Administrative Team retreats, including off-site meeting accommodations and meals.

Requirements

• Bachelor's Degree required; Master's Degree preferred.
• 5 years of administrative experience supporting senior staff required; experience in higher education preferred.