Provide primary reception support for the Office of the Dean; greet and assist visitors, answer questions, announce arrival of visitor(s) to appropriate administrator and their staff. Review, screen and direct incoming telephone calls and as appropriate take messages and disseminate. Will be responsible for sorting and distributing the mail. Maintain and update the college directory, phone list and various databases such as US Dean’s List, local, state, and federal legislative contacts, dean’s advisory board, etc. Will be the primary contact for the Engineering Information email and will respond to email inquiries on behalf of the Dean’s office.
Assists the Administrative Assistant for Academic Affairs by acting as primary contact for the Curriculum Committee. Track curriculum items, forward approved items to the UCC and GCC as appropriate, schedule committee meetings, prepare agenda and take minutes during meetings. Coordinates with appropriate committees to schedule, provide records, and support to accomplish these objectives. Handles requests for travel grants. Update and maintain the engineering intranet and faculty and faculty council webpages.
Provide assistance as needed to co-administrative staff to manage, plan and staff various events, including but not limited to college networking events, Holiday Receptions, the Faculty/Staff/Student award ceremony and Spring commencement, work with Marketing and Communications to create flyers, invitations, etc. send invitations, collect RSVP’s, secure venue, obtain special approvals as needed to serve alcohol, coordinate catering, or if appropriate pick up food, set up, and cleanup for events. Coordinate on-going college-level meetings. Handle planning and/or catering for Dean’s Office events/meetings as requested.
Clerical Assistance: Draft correspondence for routine memos and letters and provide clerical support to the Dean and Associate Dean’s within the Dean’s Office suite by assisting with various projects, i.e., disseminating general correspondence, preparation of spreadsheets, gather information and prepare agendas and pamphlets, copy documents, filing, gather, assemble and prepare materials for meetings, schedule committee meetings, prepare itineraries for visiting VIPs and may be required to deliver or pickup various documents around campus, and off campus, and cross-train with the Dean’s Executive assistant as needed. May attend meetings, take minutes and transcribe.
Using UFGO to prepare PCard reports for reimbursement of office related purchases. Provide back-up support to administrative staff for scheduling appointments for special projects, events, etc.
Manage the scheduling of four conference rooms and maintaining the professional appearance of all. Manage and track parking requests for the Dean’s visitor parking spaces. Provide oversight and maintenance of the office kitchen/copy room; ensure copier supplies are maintained, and basic housekeeping issues are addressed. Manage inventory of office supplies using purchasing card, order supplies and provide proper receipt of purchases to the accountant, or if appropriate a requisition for purchase
Assist the college administration with the organizing and entering of accreditation date into required reporting systems
Other duties as they relate and are appropriate