Assistant to the Faculty Senate (HR Title: Administrative Specialist II)

Hourly Range: $29.82 per hour About SMU: SMU’s more than 12,000 diverse, high-achieving students come from all 50 states and 90 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. 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. Assistant to the President of the Faculty Senate elected by the Faculty each year. Support the President in all capacities including facility reservation, material preparation and facilitation and other support for: Faculty Senate and Executive Committee meetings (typically monthly or semi-monthly), Fall and Spring General Faculty meetings, Honorary Degree recipient events, Executive Committee-Board of Trustees dinner, and Outstanding Staff Awards. Create and distribute presentation materials, agendas, reports, and other materials to Senators via centralized electronic system like Box cloud storage. Prepare, file and record Senate information. Manage regular Senate correspondence and otherwise pivot to problem-solving as business needs dictate and issues arise. In-person daily during regular business hours, 4 hours per day. Essential Functions: Assist Senate President in drafting and creating agendas, correspondence, documents and presentations (PowerPoint). Respond to Senate inquiries (usually email). Monitor budget and supplies.

Edit, distribute and collate minutes, reports, rosters, calendar via Senate website and cloud storage (Box). Create and distribute committee interest survey in the Spring. Assist with identifying and assigning committee membership in the summer (who is rolling off, stipulations for each committee's seats per each Division and College).

Plan, prepare, facilitate and execute meetings including, though not exclusively: Executive Committee, Faculty Senate, General Faculty. Includes Outlook calendar invitations, room reservation and set-up, technology support, etc.

Organize yearly Senate elections including ballot preparation and distribution (Qualtrics or other survey software). Work with each College's executive assistant to solicit candidates.

Organize Honorary Degree nominations, letters and records. Maintain confidentiality. Organize and execute before-Commencement symposium and related events.

Collect and manage nominations for Outstanding Staff Awards. Solicit gifts, order awards, and related planning. Arrange for winners to be contacted and present at awards ceremony.

Prepare and maintain archives and continuity of the Senate and its history. Scan or otherwise digitize historical files to create a digital archive.