Executive Associate for SON Dean

Position Description

This Position is Open to TTUHSC Employees Only

Performs administrative and coordinative work in direct support of an executive officer, including such functions as planning, budgeting, supervision and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision with evaluation based on results obtained.

Department

SON Lbk Genl

Major/Essential Functions

• Maintain Dean's calendar, help schedule and plan meetings, provide agendas, and record meeting notes and minutes.
• Arrange Dean's travels, including but not limited to making reservations, accommodations, booking airlines, registering and preparing itineraries, and completing appropriate travel forms and reimbursements.
• Maintain confidential and routine records for the Dean, including faculty, staff, and student files.
• Initiate and respond to routine correspondence and mail not requiring the Dean's attention.
• Source the updates and draft the monthly newsletter for the Dean.
• Serve as liaison for the SON and External Relations regarding contacts with alumni and community stakeholders.
• Attend meetings and serve on committees, including but not limited to the Executive Council, Staff Council and various task forces.
• Act as administrative assistant for Executive Council, Advisory Council, and other meetings.
• Plan and circulate agendas, handouts that correspond closely with committee members, such as record and circulate minutes.
• Maintain frequent contact with the public, other administrators, faculty, staff, and students.
• Arrange meetings and details related to the general public, HSC, University, city, and state dignitaries and guests.
• Compile and store information for nursing-related professional reports.
• Assist with overall office organization, such as collaborating with other dean's suite members to maintain the Dean's suite and order supplies for the office.
• Review and submit online Affidavits of Graduation for all BSN students on behalf of the Dean.
• Handle all staff support for VP and Dean Searches. This includes attending meetings, preparing and circulating agendas, taking and retaining minutes, scheduling meetings, corresponding with the Provost's Office, etc.
• Ensure that the President's List and Dean's List Certificates for students each semester are prepared and mailed.
• Prepare and disseminate student appeal outcomes in close collaboration with the Associate Academic Dean.
• Maintain and submit accurate Purchasing Card records.
• Compile and submit data related to the HSC Fact Book.
• Distribute mail for Dean's Suite.
• Create and maintain a desk manual for this position.

Required Qualifications

Bachelor's degree required in related area plus six years progressively responsible administrative experience including supervisory experience; OR a combination of education and/or experience to equal ten years

Preferred Qualifications

• Experience meeting short and long-term deadlines.
• Experience as an executive assistant.
• Current TTUHSC employee.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.