Executive Assistant to the Dean of College of Arts & Sciences (Finance)
Dept Number/Name: 0-1201-000 / College Arts and Sciences
College Division: Acad Affairs-Coll of ArtsandSci
Salary Plan: Administrative
Job Code/Title: 2208 / Executive Assistant
Hiring Salary/Salary Range: $65,000 - 70,000
Position Number: 00052504
ORGANIZATIONAL SUMMARY:
The College of Arts and Sciences, is the intellectual heart of the University of South Florida. We are a community of teachers and scholars united in the belief that broadly educated people are the basis of a just, free, and prosperous society. By focusing on the big questions facing all of humanity, we prepare students for successful, socially responsible personal and professional lives. By conducting innovative, interdisciplinary research and scholarship, we advance knowledge in ways that prepare us to address complex social and scientific problems and enhance the quality of life for people and communities.
There are 28 departments and 27 centers and institutes within the College of Arts and Sciences. These areas comprise of approximately 700+ faculty members and 200 staff plus many OPS and student employees.
POSITION SUMMARY:
The Executive Assistant position reports to the Dean of the College of Arts and Sciences (CAS). This position uses discretion in making sound judgments, provides specialized administrative support, makes independent decisions, and ensures the security of highly sensitive and confidential matters. In addition to maintaining the Dean's calendar, responsibilities include researching and preparing materials for meetings and agenda items as well as taking accurate notes during meetings. The Executive Assistant will also assist the Dean with administrative details of managing the College of Arts and Sciences (CAS). This position works in tandem with the Dean and members of the Dean's offices to provide accurate and timely information to CAS Leadership, Chairs as well as the USF community. The Executive Assistant will draft announcements, other CAS communications and will also supervise staff and/or students.
RESPONSIBILITIES:
Serves as a liaison to both internal and external constituencies. Explains policies and procedures, answers questions, and independently resolves issues whenever feasible. Prioritizes incoming correspondence, compiles information necessary to develop responses, and responds to routine requests. Receives and triages telephone calls, takes messages, and briefs leadership and/or responds independently, as appropriate. Ensures all information coming in and going out of the Dean's office is timely, relevant, professional, and credible, and that information is acted on appropriately.
Accurately maintains appointment calendar for the Dean. Schedules meetings and conferences as requested. Coordinates administrative and logistical support for such meetings and conferences. Attends meetings and conferences for and/or with the Dean when needed and takes accurate notes.
Coordinates and manages the Dean's travel arrangements, including all documents and materials required, as well as reimbursement
Oversees the general day-to-day operation of the Dean's Office. Assists with functions related to event planning, both in terms of small and large events. Supervises staff and/or students
Prepares presentation materials, editing content and adding appropriate graphic and design elements. Composes and/or prepares correspondence, memorandum, forms, and reports using appropriate software systems. Advises on and implements administrative office policies and procedures; develops and implements office forms.
Performs other duties as assigned.
POSITION QUALIFICATIONS:
MINIMUM:
This position requires a high school diploma or equivalent, with at least five years of experience in an office or administrative support position or a Bachelor's degree and 3 years of related experience. Additional education may not be substituted for this experience requirement.
USF Tampa
Information for Applicants
This position is subject to a Level 1 criminal background check.
Job Opening Number: 38264
Posting Date: 11/20/2024
Posting End Date: 12/04/2024
How To Apply
Click on the Apply Now button. When applying to an opening you will have the opportunity to upload a cover letter and resume.
Apply online by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. YOUR COVER LETTER AND RESUME, PLUS ANY OTHER REQUESTED MATERIAL, MUST BE IN ONE ATTACHMENT. Only online applications are accepted for this position.
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To request an accommodation with the application or interview process, please contact Central Human Resources by telephone: 813-974-2970 or email HR-ADA-Request@usf.edu .
Equal Employment Opportunity
USF is an equal opportunity, equal access academic institution that embraces diversity in the workplace.
The University of South Florida does not discriminate on the basis of sex and prohibits sexual harassment. Any person may report sex discrimination, including sexual harassment (whether or not the person reporting is the person alleged to be the victim of conduct that could constitute sex discrimination or sexual harassment), in person, by mail, by telephone, or by electronic mail, using the contact information listed for the Title IX Coordinator. Reports may be made at any time either online or directly to the University's Title IX Coordinator.
USF's Equal Opportunity Affirmative Action Statement .
Federal Rights
Applicants have rights under Federal Employment Laws: Family and Medical Leave Act (FMLA) , Equal Employment Opportunity (EEO) and Employee Polygraph Protection Act (EPPA) .
Work Location
Campus map and location overview: USF - Tampa Campus
About USF
The University of South Florida is a high-impact global research university dedicated to student success. Over the past 10 years, no other public university in the country has risen faster in U.S. News and World Report's national university rankings than USF. Serving more than 50,000 students on campuses in Tampa, St. Petersburg and Sarasota-Manatee, USF is designated as a Preeminent State Research University by the Florida Board of Governors, placing it in the most elite category among the state's 12 public universities. USF is a member of the American Athletic Conference.
Working at USF
With more than 16,000 employees at USF, the University of South Florida is one of the largest employers in the Tampa Bay region. At USF you will find opportunities to excel in a rich academic environment that fosters the development and advancement of our employees. We believe in creating a talented, engaged and driven workforce through on-going development and career opportunities. We also offer a first class benefit package that includes medical, dental and life insurance plans, retirement plan options, tuition program and generous leave programs and more.
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