"Executive Assistant to the Dean"

Executive Assistant to the Dean

Organization: University Libraries

Job Location: Oklahoma-Norman-Norman Campus

Schedule: Work Schedule: 8:00 am to 5:00 pm Monday through Friday

Work Type: Onsite

Salary Range: Commensurate with education and experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter, Other Document (See Job Requirements for details)

Job Description

The University Libraries seeks a highly qualified candidate to support the dean of libraries. The executive assistant to the dean operates with significant self-direction and discretion to provide professional administrative and planning support for the dean. This position researches, collects, and analyzes data, relevant reports and other information to prepare written briefs, case statements, and reports which facilitate engagement with organizational and institutional stakeholders. Assists with developing presentations, responding to inquiries, planning, coordinating, and overseeing special activities and initiatives originating in the office of the dean. The executive assistant liaises with Institutional Advancement and Development offices to facilitate effective donor engagement and stewardship. The executive assistant facilitates engagement and event planning with UL Boards and other advisory organizations and oversees coordination of administrative records management and policy documentation procedures. This position also provides liaison support and coordination between library administration and OU Marketing & Communication Account Executive. The executive assistant will act as a liaison to other University Libraries and institutional leaders as needed to facilitate dean initiated and/or dean involved institutional projects and initiatives.

The executive assistant is responsible for coordinating the dean's schedule and providing support in all facets of travel, including making travel and lodging arrangements, registering for conferences, and preparing travel claims. The executive assistant works as a team member with administrative office personnel, completes assignments that include drafting correspondence, filing, processing of incoming and outgoing mail, maintaining confidential records and information, and acts as liaison to other university administrative offices.

Special Instructions to Applicants

Applicants must attach the following documents in pdf format:

• Cover Letter
• Resume
• List of 3 Professional References

Hire will be contingent on submission of academic transcripts.

Job Requirements

Required: Bachelor's degree, AND:

• 60 months of experience managing an office or program for a Dean, Director, or other leadership role.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 108 months of related experience

Skills

• Effective oral and written communication skills
• Critical thinking skills, including an aptitude to research, collect, and analyze data and prepare reports or responses to inquiries
• Experience providing administrative support at an executive-level
• Experience and skill with current technology including Microsoft Office (SharePoint, Word, Outlook, Excel, and PowerPoint)
• Ability to work independently and collaboratively
• Ability to maintain confidentiality of communications and information
• Excellent organizational and time-management skills
• Ability and desire to perform a number of different types of tasks through a given day, ranging from the handling of urgent requests to long-term planning and office administration

Certifications: None

Advertised Physical Requirements

Regular pressure to meet productivity standards; frequent exposure to pressure caused by deadlines and busy periods; may be required to lift, bend, stoop and carry; ability to engage in repetitive motions; grasp objects with fingers or hands; communicate, including expressing oneself or exchanging information with others.

Departmental Preferences

• Bachelor's degree in any subject area
• Advanced writing and editing skills
• Supervisory or team-lead experience
• Experience working with OU systems and procedures

Special Instructions

If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.

Hiring contingent upon a Background Check?: Yes

Job Posting: Nov 20, 2025

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