Program Specialist (Simmons School of Education & Human Development)
Southern Methodist University Inc

Dallas, Texas

This job has expired.


Description

Salary Range:

Annual salary range: $50 - $55k
Job Summary:

The Program Specialist will support the Simmons School and Dean's suite by creating efficiencies in sustainable administrative processes at the School level, ensuring excellent professional services that meet the expectations of customers, partners, donors, and stakeholders. This position serves as the central project manager providing key support to members of the Dean's Office; specifically, for the Associate Dean for Research and Outreach, the Associate Dean for Academic Affairs, and general support for the Dean and four Assistant Deans assisting with internal School communications. This position is housed in the reception area, Dean's Office.

Essential Functions:

  • Manages, organizes, and maintains administrative functions including the Dean's office environment. Handles telephone, school email correspondence and all internal and external reception of guests. Extends excellent customer service and hospitality, while serving as the gatekeeper for office traffic and unscheduled face time with the Dean and Assistant/Associate Deans.
  • Manages, organizes, schedules and maintains Associate Deans' administrative functions. Manages calendar agendas; prepares notes, drafts and edits correspondences and prepares reports; stores, retrieves and synthesizes school data for dissemination. Conducts small research projects. Schedules meetings and plan events. Attends the SMU/Dallas ISD partnership meeting and take minutes.
  • Organizes Associate Deans' domestic/international travel planning and expense reconciliation. Creates internal processes and procedures w/ supportive forms, work-flow/organization charts, spreadsheets and illustrations for existing and new administrative policies and practices.
  • Assists and organizes the efforts around academic affairs, such as the SACS accreditation protocols and practices in verifying instructor credentials and ensuring university/school procedures, processes and practices in the hiring of adjunct faculty are adhered to, while supporting the academic affairs digest creation and external committee work.
  • Communicates with staff in other schools, divisions, departments and organizations to exchange information, and serve as liaison when working on joint projects.
  • Provides logistical support and event management for the associate deans and areas of academic and public affairs, finance and operations, grant and contracts for meetings, committees and councils. Handle agenda development, note taking, and document storage. Assist w/ technical and administrative support for academic affairs, assessment & accreditation, promotion & tenure committees, and research, student advisory, teacher preparation programs, and staff advocacy councils.
  • Manages mail distribution, office supplies and general office spaces (i.e. guest reception area, supply room, kitchen area, and dean's conference room) with the assistance of suite colleagues and student staffers.
  • Assists with event management of faculty and staff meetings, retreats, planning sessions, opening school institutes, annual holiday celebrations, December and May Commencement exercises and receptions, the May diploma presentation ceremony and reception, Dean's suite birthday celebrations, and other School-wide events.
  • Serves as a back-up for the facilities program specialist (i.e., opening doors for faculty, lost and found management, security monitor, etc.) and the assistant to the dean (receiving dean's guests, providing administrative support, calendar and schedule management) in their absence.


Qualifications

Education and Experience:

Bachelor's degree is required.

A minimum of three years' full-time professional experience is required; prefer experience as an office manager or administrative assistant. Work experience in a college or university settings is preferred.

Hands on experience with various office functions and office equipment.

Proficiency with MS Office is required (Word, Excel and PowerPoint). Experience with PeopleSoft is preferred.

Experience with Concur is a plus.
Knowledge, Skills and Abilities:

Candidate must have excellent verbal and written communication skills. Must be able to produce correspondence, reports and office communication with excellent spelling and grammar.

Must have strong interpersonal skills. Must be able to work effectively with a wide range of constituencies in a diverse community.

Candidate must have excellent organizational skills that include effective planning, time management and project management skills.

Candidate must have strong problem solving and analytical skills.

Must have strong attention to detail with accuracy, as well as able to monitor expenditures and handle purchasing responsibilities appropriately.

Must be able to handle information with complete confidentiality and professionalism.
Deadline to Apply:

This position is open until filled. Review of applications will begin on September 10, 2021.

For full consideration, applicants should include a resume and cover letter.
Physical and Environmental Demands:

This position must be able to:
  • Bend
  • Reach above shoulders
  • Carry/lift 25 lbs.
  • Sit for long periods of time,
  • Handle objects (dexterity)
  • Stand
  • Drives motorized equipment
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.


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