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Executive Assistant and Operations Manager

Apply now Job no: 492716
Work Type: Staff full-time
Location: Abilene
Categories: Staff

About ACU

ACU is affiliated with the fellowship of the Church of Christ. All applicants must be professing Christians and willing to support the Christian mission and purpose of Abilene Christian University while employed by the university.

Title of Position Executive Assistant and Operations Manager
Posting Location Abilene, TX
Department College of Business Administration
Employee Class Nonexempt Fulltime
Basic Responsibilities A. Serve as Office Manager to the Dean’s Suite, overseeing all operations, and
supervision of student employees.
B. Oversee management operations for the building, including maintenance and
operations for classrooms, offices, and common spaces.
C. Provide professional executive-level administrative support support to the Dean
and those in the Dean’s Suite (i.e., the Associate and Assistant Deans)
D. Act as liaison for the Dean within the College of Business, the University, and
with outside constituents.
E. Coordination of personnel issues for the College of Business.
F. Provide positive, Christ-centered, service-oriented leadership within the Office of
the Dean and the College of Business.
Essential Duties

A. Serve as Office Manager to the Dean’s Suite, overseeing all operations, and
supervision of student employees.
1. Hire and schedule all student assistants employed in the Dean’s Suite.
2. Perform evaluations for all student assistants at the end of each semester.

3. Lead bi-monthly meetings with student assistants to focus on training and
professional development.
4. Manage day to day operation of the Dean’s suite, delegating tasks as
necessary.
5. Monitor and evaluate office functions for efficient, effective service.
6. Initiate new office policies where necessary.
B. Oversee management operations for the building, including maintenance and
operations for classrooms, offices, and common spaces.
1. Supervise all matters pertaining to building operations under the direction
of the Assistant Dean of Operations.
2. Assist the Assistant Dean of Operations in the management of any building
renovations and/or improvements.
3. Oversee the management of room calendars and receive room reservation
requests, communicating with guests in the building.
C. Provide professional executive-level administrative support support to the
Dean and those in the Dean’s Suite (i.e., the Associate and Assistant Deans)
1. Locate and acquire resources for the Dean, assisting in providing good
stewardship of the college’s financial resources.
2. Receive, organize, prioritize, distribute and handle all of Dean’s mail.
3. Make calendar and travel arrangements for Dean.
4. Oversee preparation and submission of expense reports for reimbursement
as well as providing accounting for corporate purchasing card.
5. Initiate and maintain Dean’s calendar and assist the Dean in preparing for
meetings and calendar events. Interface with executives and their staff on
and off campus to calendar meetings and events.
6. Distribute materials for the Leadership Team, faculty meetings and staff
meetings. Attend and take minutes for the Leadership Team.
7. Draft and prepare correspondence and documents for Dean’s signature.
8. In coordination with the Dean, gather, prepare and distribute singular and
repetitive communiqués to COBA, the university and COBA constituents.
9. Special projects
a. Serve as the liaison for the Dean’s Council – planning events, as well as
maintaining contact throughout the year with the council.
b. Serve as the liaison for the college’s Visiting Committee – planning all
facets of their bi-annual visit to campus.
c. Manage other special projects within the Dean’s Office as necessary.
D. Act as liaison for the Dean within the College of Business, the University, and
with outside constituents.

1. Serve as liaison between the Dean, department chairs, and faculty
concerning personnel and other administrative matters.
2. Provide guidance and direction to College staff regarding the daily
operations of the College of Business.
3. Exercise discretion and judgment to handle student, faculty and staff
requests to determine the best solution and course of action.
4. Communicate with the faculty on COBA management and operational
issues to maintain open, effective relationships within the College and
University as approved by the Associate Dean and Assistant Dean of
Operations.
5. Prepare and send thank you letters to donors twice monthly.
6. Communicate with university administrators, the community and outside
constituents in an effective manner; project a positive image of the College
of Business Administration and the Dean’s office.
E. Coordination of personnel issues for the College of Business.
1. Assist the Dean in hiring new faculty and staff and other personnel related
issues.
2. Oversee prospective faculty visits, working with the Academic Support
Manager, to ensure a professional and welcoming recruiting/interview
experience.
3. Supervision of hiring PAF process for faculty and staff.
4. Supervise preparation of contract letters for faculty and staff.
5. Coordinate the completion of job descriptions and performance appraisals
for the College of Business.
6. Act as liaison between college employees, the Provost’s office and the
Human Resource office to ensure the timely solution to inquiries related to
human resources.
7. Approve employees’ time in Banner Web as appropriate.
8. Provide accurate and timely communication to the Dean, Associate Dean,
Assistant Deans, Department Chairs and college regarding faculty/staff
issues.
F. Provide positive, Christ-centered, service-oriented leadership within the Office
of the Dean and the College of Business.

Professional Development Requirements

A. Skills Required
1. Supervisory and management skills.
2. Strong written and verbal communication skills.
3. Strong accounting and budget management skills.
4. Advanced PC skills including Microsoft Office software.
B. Training Modules Required
1. Banner

2. Banner Finance on the Web
3. CS Gold
4. Online purchasing allocation system
5. Concur

Qualifications

A. Professional

1. College degree strongly preferred. A minimum of two years of college and
courses in office administration and business management or six years of
related experience.
2. Minimum of five years of responsible experience in office management and
administration at the supervisory level, preferably in a university
environment.
3. Strong keyboarding skills.
4. Ability to handle confidential and proprietary information.
5. Excellent English, grammar, spelling and proofreading skills.
B. Personal
1. Professional attitude.
2. Management skills.
3. Ability to execute job with minimal supervision.
4. Self motivated with excellent time management skills.
5. Excellent communication and listening skills.
6. Professional demeanor, including professional dress commensurate with the
professional image of the Dean’s office.
7. Ability to prioritize and adapt to demands. Ability to organize and manage
multiple projects and multiple deadlines simultaneously.
8. Willingness to adapt to new technologies and learn new skills.
9. Keen problem-solving skills.

Physical Demands A. Able to listen and speak.
B. Able to work and behave in a professional manner.
C. Able to function efficiently and maintain self-control in stressful situations.
D. Able to work other than regular business hours as needed to complete assigned
tasks.
E. Ability to learn new technology.
F. Ability to participate in on and off campus functions.
G. High energy for fast paced schedule with frequent deadlines.
Additional Information

ACU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets.  Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions.

 

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