Executive Administrative Assistant to the Assistant Vice Provost of Admission and Executive Director of the International Office (HR Title: Administrative Assistant III)

Southern Methodist University - Dallas, TX

Full-time - Entry Level

Dallas, TX

10,001+ employees

Educational Services

About the position

This role is an on-campus, in-person position. The Executive Administrative Assistant will oversee the effective execution of the administrative functions and operations that support the Assistant Vice Provost of Admission and the Executive Director of the International Office. This position is the primary person responsible for the day-to-day processes involved in budget, purchasing and travel reimbursements and human resources in accordance with university policies for the Undergraduate (UG) Admission Office and International Student and Scholar Services (ISSS). The Executive Administrative Assistant provides comprehensive administrative support to the Assistant Vice Provost (AVP) of Enrollment Services and Dean of Admission, as well as the Executive Director of Enrollment Services and Director of the International Office. This includes managing the AVP/executive director's calendar, making appointments, and prioritizing sensitive matters. The role also involves drafting communications, organizing meetings, and welcoming visitors, ensuring that inquiries are addressed effectively. In addition to administrative tasks, the Executive Administrative Assistant manages processes related to budget, purchasing, and travel reports. This includes reconciling invoices, approving travel requests, and preparing reports for the Controller's office. The position also supports the onboarding of new staff and manages payroll authorization forms for temporary and student workers, serving as a liaison with Payroll for payment issues. The role requires strong organizational skills, attention to detail, and the ability to work independently to meet deadlines.

Responsibilities

• Provide administrative assistant support to the Assistant Vice Provost of Enrollment Services and Dean of Admission, as well as the Executive Director of Enrollment Services and Director of the International Office.
• Manage the AVP/executive director's calendar, including making appointments and prioritizing sensitive matters.
• Draft emails, memos, and communications on behalf of the AVP and executive director.
• Organize meetings, including scheduling, sending reminders, and providing event support when necessary.
• Welcome visitors and direct them to the appropriate person/department based on their purpose of visit.
• Research and follow up on inquiries that require in-depth information.
• Reconcile invoices, approve travel requests, and maintain budget reports for the Dean.
• Coordinate and support all travel requests and transactions using CONCUR and my.smu.
• Prepare the Division of Enrollment Services newsletter.
• Assist with onboarding new staff in Admission and ISSS regarding equipment and access.
• Prepare payroll authorization forms and manage reporting of work hours for student workers and temporary staff.
• Serve as a backup to the Executive Administrative Coordinator for bi-weekly Enrollment Services staff.
• Prepare HR paperwork for new hires and assist with the transition of new staff.

Requirements

• A high school diploma or equivalent is required.
• A minimum of four (4) years of experience in an administrative support role is required.
• Strong interpersonal and verbal communication skills to communicate broadly across the University.
• Strong written communication skills.
• Strong problem-solving skills with the ability to identify and analyze problems and devise solutions.
• Strong organizational, planning, and time management skills.
• Detail-oriented with the ability to work independently to meet deadlines.
• Expert skill set in Outlook and strong proficiency in Microsoft Office, including Word, Excel, and PowerPoint.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Vision insurance coverage
• Wellness programs
• Retirement programs
• Tuition benefits for professional and personal development opportunities