Administrative Assistant 3, Office of the Provost

Salary Range:

Salary commensurate with experience and qualifications

About SMU:

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University’s small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs.

SMU serves approximately 7,000 undergraduates and 5,000 graduate students through eight degree-granting schools: Dedman College of Humanities and Sciences, Cox School of Business, Lyle School of Engineering, Meadows School of the Arts, Simmons School of Education and Human Development, Dedman School of Law, Perkins School of Theology and Moody School of Graduate and Advanced Studies.

SMU is data driven, and its powerful supercomputing ecosystem – paired with entrepreneurial drive – creates an unrivaled environment for the University to deliver research excellence.

Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for global impact.

SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

About the Position:

This role is an on-campus, in-person position.

This is a highly visible position in a C-suite office that provides critical operational support to the Executive Assistant to the Provost as well as a broad range of planning and operational support to the Office of the Provost’s social, academic, hospitality and communication activities.

In addition to the day-to-day responsibilities of office receptionist, this position is responsible for overseeing multiple special events and projects handling complex travel arrangements, and collaboratively working with co-workers to maintain the Provost’s social media and the Provost’s website.

The person in this role will work with minimal supervision under the direction of the Executive Assistant and with guidance from the Provost to ensure that both the Provost’s and the Provost Office’s day-to-day operations run at a C-suite level. The person must also be capable of handling the full range of Provost Office operations in the absence of the Executive Assistant.

Essential Functions:

• Serve as the project manager for all events, retreats, formal dinners, large meetings, a fall seminar series, and weekly business lunches, as well as special task forces, committees and ad hoc projects as assigned. Coordinates the Emerging Leaders Seminar Series – a 12-week program faculty program hosted by the Provost. Supports the 5th Year Dean Reviews, as well as Dean and Administrative Searches.
• Serve as the receptionist and the first point of contact for the office, and is responsible for monitoring the daily, complex schedule of the Provost, making certain individuals are greeted in a timely manner. This person is also responsible for screening all phone calls and monitoring the office email account. Duties include all aspects of office housekeeping (ordering supplies; equipment, furniture, OIT and facility requests).
• This position is responsible for coordinating travel arrangements for the Provost (e.g., hotel, airline flights, transportation) and handling the Provost’s institutional memberships, subscriptions and periodicals. Duties include reconciling the Provost’s travel and office expenses via Concur.
• Collaborate and work with the Assistant Director for Academic Communications to maintain the Provost’s social media and the weekly newsletter to faculty and staff; and to maintain the Office of the Provost website. Responsibilities also include monitoring the Provost’s CV as well as the Wikipedia site for updates as needed.
• Proactively manage, oversee, and update informational sources for the Office and collaborates with the Executive Assistant and the Project Manager for the Office of Strategy and Operations to maintain the Office of the Provost’s Project Management SharePoint site that is used to monitor and track the status of office activities such as communications, special events, and travel.
• This role requires some evening and weekend work.

Education and Experience:

High school diploma or equivalent and a minimum of seven years of professional work experience providing operational support in a work environment with high face-to-face customer interactions is required.

OR

Bachelor’s degree and a minimum of three years of professional work experience providing operational support in a work environment with high face-to-face customer interactions is required.

Experience in an academic institution is desired. Experience coordinating event logistics in a mid-to-high level administrative office is also preferred.

Knowledge, Skills and Abilities:

Candidate must demonstrate strong verbal and interpersonal communications skills to effectively interact with a wide range of constituencies in a diverse community. Must also demonstrate a strong customer service orientation with the ability to exercise diplomacy and adherence to strict confidential standards. The ability to be flexible and adapt quickly to changing priorities and needs of the office for projects and meetings is essential.

Candidate must demonstrate strong written communication skills with ability to disseminate information into precise and effective written communications. Must also demonstrate a strong focus on attention to detail (with grammar/spelling, data, etc.).

Candidate must possess strong time management, organizational and planning skills with the ability to manage multiple tasks and meet deadlines. Must also demonstrate a high level of initiative on assignments, with the ability to work with minimal supervision and follow through with appropriate actions.

Candidate must possess strong problem-solving skills with the ability to be resourceful, proactive, and seek assistance as needed. Strong process and/or project management experience is essential.

Candidate must demonstrate high level of proficiency with Microsoft Office (particularly Outlook, Word, and Excel). Knowledge of Adobe Acrobat with the ability to work with pdf's by combining documents, bookmarking, etc. is also required.

Knowledge of both pc and Mac preferred. Some familiarity or knowledge with a web-based collaboration and document management system (e.g. MS SharePoint) desired. Some familiarity or knowledge of a web content management system (e.g. Sitecore) is a plus.

Physical and Environmental Demands:

• Sit for long periods of time

Deadline to Apply:

The position is open until filled.

Priority consideration may be given to submissions received by July 19, 2023.

EEO Statement:

SMU will not discriminate in any program or activity on the basis of race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression. The Executive Director for Access and Equity/Title IX Coordinator is designated to handle inquiries regarding nondiscrimination policies and may be reached at the Perkins Administration Building, Room 204, 6425 Boaz Lane, Dallas, TX 75205, 214-768-3601, accessequity@smu.edu.

Benefits:

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.

SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.

The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.