Title: Executive Assistant

Employee Classification: Executive Assistant

Campus: University of North Texas

Division: UNT-Provost

SubDivision-Department: UNT-College of Music

Department: UNT-College of Music-Gen-134000

Job Location: Denton

Salary: 58000.00

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview

Department Summary

The University of North, College of Music, is seeking an Executive Assistant to the Dean to join our team. This position is responsible for providing executive, administrative, and analytical support to the Dean of the College of Music. The role requires frequent interaction with campus-wide offices, including the President’s and Provost’s offices, as well as with external constituencies, while maintaining strict confidentiality and adherence to protocol.

Position Overview

This position is responsible for providing executive, administrative, and analytical support to the Dean of the College of Music and interacting with offices including the Presidents, Provosts, and/or external constituencies while maintaining sensitivity to confidentiality and protocol. The Executive assistant to the Dean of the College of Music coordinates activities and acts as university wide liaison.

Minimum Qualifications

Bachelor's degree and five 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 and experience with accounting/budgeting procedures.Demonstrated ability to effectively communicate verbally and in writing at an exemplary level.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 with individuals and teams.Knowledge of policies, practices, procedures and terminology of assigned function.

Preferred Qualifications

The preferred candidate will possess the following additional qualifications:
* Bachelor’s degree in Music
* Five years of administrative experience.
* Experience with CoPilot and ChatGPT.

Job Duties

• Provides executive support to the Dean of the College of Music. Maintains confidentiality by limiting the discussion of confidential information in public settings and avoiding discussions of confidential matters with unauthorized individuals. High and consistent standards of professional ethics and collegiality required. Effectively manages the dean’s calendar ensuring information is complete and up to date. 
• Coordinates special projects for the Dean of the College of Music as directed. Coordinates and assists in the management of special events of the college as directed by the dean. Representative events include: college annual retreat, concert receptions, and faculty end of year receptions. Coordinates and assists in the management of College of Music commencements. Provides support for staff and student advisory committees: schedules meetings, prepares agendas and minutes, orders catering and reserves meeting rooms, and provides necessary communication with members. 
• Other Duties. Collaborates with the College Financial Officer by hiring student performers, creating offer letters and ensuring students are onboarded. Makes parking arrangements for College of Music guests. Other duties as assigned by the dean. 
• Prepares correspondence generated by the dean serves as an effective proofreader and editor. Representative formats include: letters, emails, reports, articles, presentations and developing various materials from copy or rough draft. 
• Management of Dean’s Office. Effectively works to ensure the Deans Office hours of operation (8am 5pm) are consistently observed. Develops, executes and maintains records management plan and files storage in consultation with College of Music Records representatives. Schedules use of the Dean’s Conference Room with staff, faculty and administration. 
• Correctly identifies which issues might be solved more efficiently through individuals within the college leadership team other than the dean, and directs queries to the appropriate person.
• Hires and trains student workers and manages their performance in of their assigned tasks. Representative tasks include: answering phones, data entry, monitoring and replying to written inquiries, distributing mail and parcels, copying documents, sending faxes, filing paperwork, etc. 

Physical Requirements

• Communicating with others to exchange information.
• Sedentary work that primarily involves sitting/standing.
• Moving about to accomplish tasks or moving from one worksite to another.

Environmental Hazards

No adverse environmental conditions expected.

Work Schedule

8:00am -5:00 pm

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, sexual orientation, gender identity, 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, facilities and employment practices. The University of North Texas System promptly investigates complaints of discrimination, harassment and related retaliation and takes remedial action when appropriate. The University of North Texas System 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 an investigative proceeding or hearing.