Directors OfficeManage a complex schedule for the Director, including fluid reprioritizations that will often require independent decision making. Schedule appointments and meetings, coordinate resources and assemble appropriate reference and back-up material for all meetings. Confirm appointment times, locations, and agendas with all attendees. Manage schedule changes. Arrange room reservations, catering, and all other necessary logistical details. Make sure action items are done.Perform high-level administrative duties such as managing office projects using tasks lists, including creating, designing and implementing processes and procedures utilizing current technology.Compose and prepare professional, well-written memos, correspondence, reports, meeting agendas, meeting minutes, and notes. Compose correspondence on behalf of the Director. Assist with follow-up materials as requested. Maintain well-organized physical and electronic copies of documents for office files.Maintain well-organized correspondence logs, files, information databases, and other tracking systems as necessary.Process payments and reimbursements for Directors Office events, lunches, visitors, and other activities. Maintain procurement card for Director purchasing needs.Ensure that fast-paced office is organized and that all critical areas are covered; plan for contingencies and anticipate potential problems.Maintain broad organizational perspective to effectively carry out internal and external relationships of the Oden Institute.Faculty HiringManage the coordination and execution of multiple high-level faculty and staff searches in partnership with external partners and internal collaborators.Schedule interviews, collect and process applications and required forms, and collect interviewer feedback on candidates.Process and track prospective faculty appointment requests, dossiers and paperwork in centralized systems.Fundraising and StewardshipProvide operational support for fundraising and development opportunities, including management of donor records.Ensure the timely acknowledgement of all gifts, to include merging and preparing thank you letters for signature, as well as draft and produce correspondence, reports, and follow-up materials.Manage the Faculty Annual Endowment Letters Project. Make sure all letters are completed and submitted by the deadline. Submit originals to donors and copies to the University Development Office.Manage the Student Annual Endowment Letters Project. Make sure all letters are completed and submitted by the deadline. Submit originals to donors and copies to the University Development Office.Assist with Institute stewardship activities, including the preparation of stewardship letters, reports, and other materials.Travel ArrangementsCoordinate travel arrangements for the Director. Develop itineraries, book flights, handle arrangements for ground travel, reserve meeting facilities, hotel arrangements, and other necessary arrangements. Manage reimbursements.Oden Institute Annual ReportAssist the Associate Director with the Institutes annual report. Contact and collect annual reports from research staff, faculty, and administrative staff.Other DutiesAssist with complex Institute wide special projects and events.Advise faculty on organizational policy matters and recommend needed changes.Assist with creating and managing organizational systems, onboarding materials, departmental policies, presentations, and other documents.Support key initiatives by providing background research and supporting project management for new activities.Liaise with the offices of the President, Provost, and Vice President for Research as needed.Other duties as assigned.