Processing Executive Jobs in Oklahoma (NOW HIRING)

Essential Functions and Responsibilities

Executive Leadership Support

• Serve as the primary liaison and first point of contact for the Dean's Office, representing the Dean in a professional and customer-focused manner.
• Manage the Dean's complex calendar, including scheduling meetings, appointments, strategic planning sessions, and special events.
• Coordinate travel arrangements, conference attendance, itineraries, and related logistics for the Dean.
• Prepare correspondence, reports, briefing materials, presentations, and other executive communications on behalf of the Dean.
• Prioritize and manage multiple projects, requests, and deadlines in a fast-paced environment while exercising sound judgment and confidentiality.

Faculty Affairs Administration

• Coordinate and manage Promotion and Tenure processes, including tracking milestones and deadlines; maintaining documentation; updating Microsoft Teams channels; preparing Dean's memos; and facilitating communication among departments, faculty, and university administration.
• Facilitate Annual Review processes by collecting and analyzing data, tracking submissions, scheduling review meetings, preparing correspondence, and maintaining records.
• Assist with faculty contract reviews and other faculty-related administrative processes.
• Coordinate and oversee college-wide faculty committee election processes.

Strategic Operations and Data Management

• Generate, collect, analyze, and maintain college performance metrics and data to support decision-making, accreditation activities, reporting requirements, and strategic initiatives.
• Develop and maintain spreadsheets, databases, dashboards, and tracking systems to support college operations.
• Prepare data summaries, reports, and presentations for leadership meetings and administrative reviews.
• Maintain and reconcile the Dean's Office expenses in accordance with university policies and procedures.

Communications and Stakeholder Engagement

• Draft and edit a variety of professional communications, including letters of support, faculty correspondence, recommendation letters, contract review communications, and other executive-level documents.
• Serve as the Dean's Office liaison to the Marketing and Communications Department, attending meetings, documenting discussions, coordinating follow-up activities, and facilitating implementation of action items.
• Collaborate with faculty, staff, students, university leadership, and external constituents to support college initiatives and priorities.

Advancement and Special Projects

• Serve as the primary administrative liaison to Institutional Advancement for development-related activities, recognition programs, donor communications, resolutions, greeting cards, and special events.
• Support alumni engagement, donor stewardship, and constituent relations efforts as assigned.
• Assist with strategic initiatives, special projects, college events and executive reporting on behalf of the Dean.

Additional Responsibilities

• Provide administrative and operational support for emerging college initiatives and priorities.
• Perform other duties and special projects as assigned.

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Required Qualifications

• Associate's degree and/or progressively responsible administrative support experience at the executive level.
• Demonstrated experience supporting executive-level leadership.
• Experience managing confidential and sensitive information with professionalism and discretion.

Preferred Qualifications

• Bachelor's degree.
• Experience supporting senior leadership in higher education or a similarly complex organization.
• Experience managing projects, coordinating committees, and supporting faculty affairs processes.
• Experience with data management, reporting, and business operations.
• Familiarity with university governance, academic affairs, and faculty personnel processes.

Knowledge, Skills, and Abilities

• Exceptional written, verbal, and interpersonal communication skills.
• Strong organizational, project management, and time-management abilities.
• Ability to work independently, exercise sound judgment, and prioritize competing demands.
• Demonstrated ability to build collaborative relationships across all organizational levels.
• High degree of professionalism, discretion, and attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with data analysis and reporting tools such as Tableau, Adobe Acrobat, and database systems.
• Ability to analyze information, identify operational improvements, and support strategic decision-making.

Special Job Dimensions/Physical Demands

• Standard office environment.

• Requires occasional evening or weekend availability to support executive communications, strategic initiatives, stakeholder engagement activities, and college functions on behalf of the Dean.

• May require extended periods of computer use and management of multiple concurrent projects and deadlines.

The University of Tulsa is a student-centered research university that cultivates interconnected learning experiences to explore complex ideas and create new knowledge in a spirit of free inquiry. Guided by our commitment to service and inclusion, we prepare individuals to make meaningful contributions to our campus, our community, and our world.
The University endeavors to create and nurture an informed and inclusive environment in its workplace and educational programs. Affirmative action and equal employment opportunity are integral parts of the University not just because they are legally mandated, but because we recognize that the present and future strength of the university is based primarily on people and their skills, experience, and potential. The University does not discriminate in access to, or treatment or employment in, its programs and activities on the basis of race, color, age, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, veteran status, disability, genetic information, ancestry, or marital status. The University seeks to recruit, select, and promote students, faculty, and all other employees on the basis of individual merit.