Office Administrator, LAS Office of the Dean

Duties Responsibilities LAS Dean Support Manages and serves as the main contact for the Dean’s calendar. Including management of scheduling/handling conflicts, managing all meeting logistics Coordinates travel arrangements, including all planning logistics such as payments and transactions associated with travel for the Dean. Work with other members of the college as necessary to ensure efficient processing of all logistics. Co-manages LAS Dean e-mail inbox to manage incoming information for projects and answer emails/information processes accordingly. Chief of Staff Support Manages and serves as the main contact for the Chief of Staff (COS). Duties include - Managing the calendar: scheduling/handling conflicts, managing all meeting logistics and all materials required, ensuring that the COS has information and materials necessary for all meetings, etc. Managing incoming phone calls, mail and visitor traffic – identifies urgent matters and handles accordingly, provides any background information needed, obtains additional information, when necessary, handles sensitive and confidential matters, exercises discretion and confidentiality. LAS Dean’s Office Administration Support Collaborate with the Front Office Team on initiatives to support the efficient operation of the Office of the Dean, including events, seminars, special projects and meetings Collaborate with the Front Office Team to develop and maintain standard procedures for operations and activities, and lead coordination efforts as assigned. Provide support for video conferencing and webinars, set up Zoom/Team sessions, and work with technology services to setup up and provide meeting and event offerings. Serves as a resource on matters of policy and procedures. Provide backup reception support for Dean’s Office, also serve as backup for unit conference rooms and parking space reservations. Attend and participate in LAS Front Office staff meetings and scheduled professional development meetings. Other related administrative duties, as assigned to further the mission of the unit. Office for Public Engagement and Teaching Academy support Schedule Public Engagement and Teaching Academy events, including coordinating event logistics, promotional materials, and scheduling and travel and lodging for speakers, faculty, and guests (as needed). Maintain event guest lists and track RSVPs. Coordinate contracts and agreements with vendors to support unit operations and events. Responsibilities include communicating with vendors to arrange services or rentals (e.g., lighting, equipment, food, event materials), reviewing and submitting contract documentation for approval, tracking timelines and deliverables, and ensuring compliance with university purchasing and contracting policies. Prepare, assemble, and distribute materials for events and meetings. Tasks may include compiling folders or packets, creating and organizing handouts, agendas, and other printed or digital materials, and ensuring accurate quantities and distribution to appropriate attendees or locations. Supports the Director of Public Engagement and Director of Teaching Academy with managing projects and initiatives.