Executive Assistant to the Dean

This position presents an opportunity for an administrative professional to work in a highly collaborative, mission-driven organization and contribute to a broad range of student-, faculty-, and community-centered initiatives.

About the role

The Executive Assistant provides high-level administrative, operational, and project support to the Alice Sheets Marriott Dean of Libraries as well as to additional members of the J. Willard Marriott Library's leadership team. This includes complex calendaring, meeting logistics, and project management. This position will be responsible for managing the administrative aspects of the faculty annual review and promotion and tenure processes. The role requires substantial independent coordination and organization abilities, excellent communication skills, and the ability to manage sensitive and confidential information. This role serves as a representative of the Dean to both internal and external stakeholders and as a liaison between the Dean's office and many different administrative and academic campus departments.

This position is required to work on campus full-time. Telecommuting will only be authorized for occasional/exceptional circumstances.

Responsibilities

• Provides comprehensive administrative support to the Dean, exercising sound judgement, problem solving skills, discretion, and professionalism.
• Manages complex calendars, scheduling priorities, travel arrangements, and meeting logistics.
• Provides administrative and project coordination support for strategic initiatives, operational priorities, committees, and programs for the Dean.
• Assists in planning, tracking milestones, maintaining documentation, and monitoring deliverables for Dean-sponsored initiatives.
• Anticipates leadership needs and proactively prepares materials, agendas, and briefings for meetings, retreats, and external engagements.
• Maintains efficient workflows for information management and task prioritization in the Administrative Office, including supporting office operations.
• Supervises and supports other administrative staff, helping manage workflow and providing coaching and feedback to ensure operational excellence.
• Provides administrative support for the Marriott Library faculty annual review and promotion and tenure processes.
• Supports GRAMA Appeals processes working closely with the Appeals Officer and the Office of General Counsel.
• Provides support to the Dean's leadership team as needed.
• Performs other duties as assigned in support of the Dean.

Requirements

• Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field.
• Two years office management and supervisory experience.
• Demonstrated knowledge of finance and budgeting, and public relations skills.
• Demonstrated human relations and effective communication skills.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.) Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Supervisory experience
• Familiarity with the University of Utah's administrative structure and operations
• Previous experience in a university or cultural heritage institution

Schedule

Monday-Friday, 8am-5pm. May occasionally require evening or weekend work.

Pay

$60,000 - $68,000