About The Role

This role coordinates and prioritizes the Dean's complex schedule, communications, travel, meetings, and special projects while serving as a key liaison with library faculty and staff, university leadership, donors, alumni, community partners, and colleagues across the state and nation.

The position exercises a high degree of professionalism, discretion, independent judgment, and initiative in handling sensitive and confidential information. By anticipating needs, identifying priorities, and proactively resolving issues, this role serves as a strategic partner to library leadership and contributes significantly to the effectiveness of executive operations and the achievement of organizational goals.

Executive Level Administrative Support

Manages and prioritizes the Dean’s day-to-day activities and complex calendar, including appointments, meetings, external engagements, speaking commitments, dining arrangements, and room reservations while proactively protecting the Dean's time for strategic priorities.
Ensures timely transitions between meetings and events and monitors RSVP responses to ensure alignment with library and university priorities.
Manages Senior Associate Dean and Associate Deans day-to-day activities and complex calendars
Arrange numerous meetings for library, campus administration, university and local entities; answer and screen phone calls; schedule conference calls; greet visitors to the administrative suite and coordinate office coverage.
Manages communications on behalf of the Dean by drafting, reviewing, and distributing routine and confidential correspondence, emails, reports, and other materials using discretion and independent judgment.
Screens, triages, resolves, redirects, and responds to communications on behalf of the Dean as appropriate.
Serves as the primary liaison between the Dean and internal and external stakeholders, including university leadership, faculty, staff, students, alumni, donors, community partners, and professional organizations.
Anticipates administrative and operational needs, identifies priorities, and proactively addresses issues before executive intervention is required.
Conducts research and gathers information on confidential, sensitive, and strategic matters; prepares reports, presentations, briefing materials, talking points, background documents, and decision-support materials for executive meetings and engagements.
Attends meetings as requested and prepares agendas, minutes, action items, briefing materials, and follow-up communications.
Handles complex inquiries, issues, and confidential matters with professionalism, sound judgment, and discretion.
Serves as a resource regarding university and library policies, procedures, and administrative practices.

Executive Level Travel Support

Coordinates & manages all travel arrangements and logistics for the Dean, Senior Associate & Associate Deans including airfare, lodging, transportation, registrations, itineraries, vendor coordinator, travel documentation, reimbursements, and expense reporting while ensuring compliance with university policies.
Anticipates travel needs and proactively resolves issues related to scheduling, reservations & reimbursements
Prepare organized folio for each trip containing all registration and confirmation numbers as well as complete agendas for each trip for Dean.
Coordinate travel arrangements for library guests and candidates selected for on-campus interviews, including flight arrangements, hotel arrangements, parking, lunch/dinner arrangements for interviewee including prepared & process expense reports as needed

Operational, Event and Special Project Coordination

Serves as the primary point of contact for library administrative events, receptions, retreats, meetings, and special programs.
Coordinates event logistics including scheduling, facilities, catering, technology support, registration, vendor communication, budget tracking, and attendee communications.
Partners with campus units, external organizations, and vendors to ensure successful event planning and execution.
Exercises delegated authority, in consultation with library leadership, to approve, modify, reschedule, or decline event-related requests based on operational priorities and resource availability.
Coordinates TDX proposals for catering for internal programming & events with the event organizer
Works with Libraries Facilities Manager and event stakeholders to ensure adequate space, staffing, technology, and logistical support are available for all events.
Creates and maintains libraries administration on SharePoint site, including updating SharePoint events calendar; Creates and maintains Libraries Teams site for Libraries HR and Administration; annually makes calls for standing library committees & updates standing committees
Manages and maintains lists for all-library staff, library faculty, library training, and library bulletin board listservs.
Maintains web presence for Library Administration (and Hodges Society as needed) & updates libraries organizational charts
Assists with Student Library Advisory Committee
Maintains Speaking Volumes email list - ARL, SEC Deans, Campus leadership (Chancellor & cabinet, Provost & leadership team, Deans)
Serves as the Parking representative and acquires orange dots for the library
Manage office supply inventory and order supplies as needed
Serves as back up for search support: schedules interviews for all faculty & staff searches; schedules reference calls; assists with interview schedules
Assists with hiring, training, scheduling, onboarding, and co-supervision of student library assistants to ensure effective office operations and customer service coverage.
Completes 1 – 3 hours of professional development per month.
Other duties as assigned

The Administration and HR Office must be covered from 8:00am - 5:00pm, Monday - Friday.

Required Qualifications

Education:
High school diploma or GED with 4 years of relevant experience or an equivalent, combination of education, training & experience
Experience:
Experience supporting senior level directors, executives, Deans, or Associate Deans
Knowledge, Skills, & Abilities:
Demonstrated ability to exercise independent judgment and discretion in handling highly confidential information.
Exceptional organizational and project management skills.
Ability to manage multiple competing priorities in a fast-paced environment.
Strong written and verbal communication skills.
Ability to anticipate leadership needs and proactively address issues.
Ability to establish and maintain effective working relationships with individuals at all organizational levels.
Advanced proficiency in Microsoft Office Suite, Outlook, Teams, SharePoint, and related administrative technologies.
Strong customer service orientation and professional presence.
Ability to analyze information, conduct research, and prepare executive-level reports and presentations.
High attention to detail

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications

Education:
Bachelor’s degree with 2 years of relevant experience
Experience:
CAP Certified
Experience in higher education and UT policies & procedures
Experience with Oracle (DASH)
Knowledge, Skills, & Abilities:
Knowledge of University policy and procedures
Skilled in Adobe Creative Suite (Acrobat Pro, Photoshop, Illustrator, Publisher), Canva, or Zoom