Coordinator 2, Office of the Provost
Southern Methodist University

Dallas, Texas

Posted in Education and Training


This job has expired.

Job Info


Description

Salary Range: 

Mid 50's

About SMU

SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and 80 countries to take advantage of the University’s small classes, hands-on research opportunities, leadership development, community service, international study and innovative programs. The University offers a strong foundation in the humanities and sciences and undergraduate, graduate and professional degree programs through eight schools.

Now in its second century of achievement, SMU is increasingly recognized for the ways it supports students, faculty and alumni as they become ethical leaders in their professions and communities. The University’s entrepreneurial spirit lives in people from every academic discipline who see opportunities to create something new in the world – and work hard to bring their innovations to life. 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 our students, faculty and alumni to make a global impact. On the most beautiful college campus in the country, SMU Mustangs are energized by unbridled opportunities – from teaching, learning and research to creativity, performance and athletic endeavor.

About the Position:

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

This is a highly visible position, and the person in this role is the first point of contact for students, staff, faculty, parents, and external constituents. The coordinator provides daily operational support for the Office of the Provost.

The person in this role will work with moderate supervision under the direction of the Executive Assistant and also under the guidance of the Provost. In the absence of the Executive Assistant the person in this role serves as back up.

Essential Functions: 

  • Welcomes guests to the Office of the Provost by greeting them, in person or on the phone, as well as answering and directing inquiries. Oversees keeping a tidy, organized, and professional office environment, including monitoring, ordering and organizing office supplies, restocking coffee/water/drinks, and managing facility work orders.

  • Screens incoming phone calls, taking and delivering accurate messages, referring calls to the appropriate individual, and responding to requests by gathering and providing information.

  • Provides daily operational, project, and event support to the Office of the Provost under the direction of the Executive Assistant to the Provost.  Manages and coordinates events (e.g. retreats, lunches, and dinners) hosted by the Provost. Coordinates catering on a weekly basis for any meetings that will require refreshments or lunch. Completes adhoc projects as assigned, such as provostial task forces and committees.  Serve as the project manager in staffing task forces and committees, including organizing complex calendars and schedules, as well as resolving any scheduling issues.

  • Proactively manages, oversees, and updates a variety of informational sources for the Office of the Provost, such as lists of emergency contact, birthday’s, addresses, emeritus professors, list of deaths, phone numbers for the office phones, list of deans and spouses/partners, and assistants.

  • Assists with communication and correspondence for the Provost (e.g. thank you letters, etc).  Maintains the Provost's CV and Wikipedia information to ensure accuracy.

  • Maintains updates for Office of the Provost Posts weekly communications and makes website updates for other areas as needed (SAES, Faculty Success, Faculty Senate, etc).

  • Arranges and coordinates travel and accommodations for all Provost trips and conferences.

  • Coordinates updates for the Provost Area annual Conflict of Interest list for Legal Affairs

  • Supports the 5th Year Dean Reviews - coordinates and communicates with faculty, staff, executive board, and PEC.  Creates Qualtrics Surveys and compiles data for Provost

  • Manages the Emerging Leaders Seminar Series:  Communication to deans and nomination collection; creation of participant bios, updating website and annual documents, schedule presenters, Qualtrics surveys for participant responses, compiles survey data, etc.  Manages the program for the 11 - 12 weeks that it runs each year (room set up, catering, reservations, communications, etc.)

  • Position requires some evening and weekend work



Qualifications

Education and Experience:

High school diploma or equivalent is required. Bachelor’s degree is preferred.

A minimum of five 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 preferred. Experience providing support in a high-profile administrative office, or in an office of a high level executive or senior management is a plus.

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.

Microsoft Office certified is preferred.

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 April 14, 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.



Primary Location: USA-TX-Dallas
Job: Office and Administrative Support
Organization: Provost - Other
Schedule: Full-time
Shift: Day Job
Employee Status: Regular
Job Type: Staff
Job Level: Individual Contributor
Travel: No
Job Posting: Mar 30, 2023, 5:31:15 PM


This job has expired.

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