Executive Assistant II

Friends Of The Texas A&m University Libraries - College Station, TX

Full-time - Mid Level

College Station, TX

10,001+ employees

About the position

The College of Education and Human Development (CEHD) at Texas A&M University is seeking a seasoned Executive Assistant II to provide comprehensive support to the Senior Associate Dean for Academic Affairs. This role is pivotal in ensuring the smooth operation of the office and involves a variety of administrative tasks that require a high level of organization and communication skills. The Executive Assistant will serve as a key point of contact for the Senior Associate Dean, managing calendars, coordinating meetings, and facilitating communication with faculty, students, and other stakeholders. In addition to direct support for the Senior Associate Dean, the Executive Assistant will also act as a backup for the Dean's assistant, providing administrative support as needed. This includes scheduling appointments, preparing materials for meetings, and managing conference room bookings. The role also involves serving as a Notary Public for the CEHD Dean's office and providing guidance to student workers on front desk procedures. The Executive Assistant will play a crucial role in supporting various committees and councils within the college, including the Graduate Instruction Council and the Graduate Student Advisory Council. Responsibilities include drafting agendas, taking minutes, and following up on action items. The position also requires coordination with the finance department regarding graduate student grants and scholarships, as well as processing and tracking graduate paperwork. This position is ideal for someone who thrives in a dynamic environment and is committed to supporting the mission of the College of Education and Human Development. The successful candidate will have a strong background in office administration and a passion for contributing to the educational community.

Responsibilities

• Provide direct support to the Senior Associate Dean for Academic Affairs.
• Plan and coordinate logistical and administrative support for events, meetings, or other special functions and provide on-site support.
• Send emails on behalf of the administrator and maintain communications with students and faculty.
• Coordinate and monitor receipt, tracking, and notification of graduate student grants, scholarships, and fellowships.
• Coordinate with the finance department for award funding.
• Evaluate documents submitted for the administrator's signature.
• Process and track the ARM certificate; maintain database and communicate directly with students and graduate advisors.
• Provide administrative and logistical support for various councils and meetings, including drafting agendas and taking minutes.
• Serve as the Senior Associate Dean's delegate for COMPASS and the online faculty database.
• Review and verify annual Graduate Catalog updates and process graduate paperwork as needed.
• Provide administrative support to the Dean's assistant and serve as backup in their absence.
• Assist with special development and donor events as well as Dean's office staff social events.

Requirements

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Four years of experience in office administration.
• Knowledge of word processing, spreadsheet, record keeping, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Strong interpersonal and communication skills.
• Excellent planning and organizational skills.

Nice-to-haves

• Master's degree in applicable field or equivalent combination of education and experience.
• Experience supporting the College of Education and Human Development.
• Experience with graduate and undergraduate programs in the College of Education and Human Development.

Benefits

• Commensurate salary based on experience.
• Professional development opportunities.
• Retirement programs.
• Employee discount programs.
• Flexible spending accounts.
• University holidays.