Executive Assistant II

$55,000 - $62,000/Yr

Texas A&M University - Corpus Christi - Austin, TX

Full-time - Entry Level

Austin, TX

Educational Services

About the position

TAMU-CC is a dynamic university designated as both a Hispanic-Serving Institution (HSI) and Minority-Serving Institution (MSI) with approximately 11,000 students from 47 states and 54 foreign nations. We employ over 1,400 full-time and 2,000 part-time Islanders (including students/GAs). The University attracts highly talented faculty and staff and offers an array of undergraduate and graduate degrees, including doctoral programs. As a member of the Texas A&M University System, TAMU-CC benefits from a range of resources, increased visibility and influence, and opportunities to collaborate in mutually beneficial ways with peers across member institutions and associated agencies. TAMU-CC's beautiful campus is located on a 240-acre island on Corpus Christi Bay and was ranked #1 College by the Sea by Best College Reviews. Our natural setting is enhanced by its modern, attractive, and state-of-the-art classroom buildings and support facilities.

Responsibilities

• Provides complex administrative support for the Provost and Vice President for Academic Affairs including promoting a positive image of the University, the Academic Affairs Division, and the President's Office by greeting all visitors to the President's suite.
• Maintains Provost calendar and schedules all appointments and meetings - including obtaining meeting background information, determining appropriate location, date/time, and length. Prior to meetings, disseminate any meeting materials and take and disseminate meeting minutes.
• Plans and coordinates logistical and administrative support for provost events, meetings, forums, or other special functions and provides on-site support, as needed. Organize handouts and maintaining guest lists, invitations and programs. Work closely with other administrative personnel to plan events, research, and compile information.
• Responsible for office procurement, petty cash, and pro-card expense processing for purchases while ensuring compliance with the established guidelines, state regulations, and University policies.
• Arranges all travel for the provost and/or additional Associate VPs using the University provided travel tools and in compliance with travel policies. Complete conference registration, researching and booking flights, ground transportation and hotel accommodations, and providing travelers with directions and destination information. Processes pre travel and post travel associated expense reports in a timely manner.
• Drafts and proofs correspondence and presentations. Prepares from notes/instructions and proofs for grammatical and syntax errors prior to signature.
• Serves as second point of contact for all Academic Affairs campus announcements prior to sending out.
• Supervises a student worker, implements, and monitors their work schedule, and coordinates/delegates tasks, as appropriate.
• Maintains pending items for the provost office, monitors deadlines, monitors materials awaiting action, and follows up with individuals as appropriate.
• Maintains filing system and division records and serves as Record Retention Coordinator for the Provost Office. Coordinates with the Archives Unit and University Record Retention Office with respect to the preservation or destruction of office records in accordance with the Texas A&M University System Records Retention Schedule.
• Oversees inventory control for the provost office and maintains office supplies, organization, and equipment. Submits annual inventory following established timelines.
• Creates and disseminates notice of appointments for adjunct and faculty in all 7 academic colleges.
• Track and manage tenure and promotion reviews, and recruiting processes submitted or coordinated by the Office of the Provost.
• Provides excellent customer service via the phone and email including referring/directing inquiries or problems to the appropriate office or person.
• Understands, stays abreast of, and adheres to System policies and University procedures to manage operations effectively and efficiently.
• Assists the provosts with matters of extreme confidentiality and maintains discretion.
• Assist new department chairs with on-campus needs.
• Contributes to the overall success of the Provost's Office and University by performing other essential duties and responsibilities as assigned.
• Works collaboratively with personnel within the presidential suite to ensure a cohesive and welcoming environment.

Requirements

• Bachelor's degree and four (4) years of experience in providing executive administrative support.
• High school diploma/GED with eight (8) years of experience in providing executive administrative support.
• Associate's degree with six (6) years of experience in providing executive administrative support.
• Master's degree with two (2) years of experience in providing executive administrative support.
• Experience and ability to plan and coordinate events, manage budgets, research information online or through policy documents, and work well with multiple departments.
• Ability to develop reports and manage multiple projects with limited supervision.
• Intermediate skill in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Excellent written and verbal communication skills to be able to interact positively with student, staff, faculty, and the general public at all levels of the organization.
• Ability to handle all situations with tact and diplomacy. Self-directed and be able to prioritize assignments. Ability to meet assignment deadlines in an environment with multiple initiatives.

Nice-to-haves

• Bachelors degree.
• Experience in a higher education setting, particularly as an administrative professional in an executive office setting.
• Experience working with FAMIS, Canopy, Concur.

Benefits

• Medical insurance with $0 - $30 per month for Employee Only coverage after university contribution.
• Up to 83% of premium covered by the university for Employee and Spouse, Employee and Children, and Employee and Family coverage.
• Dental & Vision insurance.
• Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account.
• On-campus wellness opportunities.
• Work Life Solutions: Counseling, Work Life Assistance, Financial Resources, and Legal Resources.
• Tuition Benefits: Public Loan Forgiveness, Book scholarships, 100% tuition coverage for up to 18 credit hours per fiscal year.
• Retirement options including Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP).
• Voluntary Tax Deferred Account/Deferred Compensation Plan.
• 8+ hours of vacation paid time off every month.
• 8 hours of sick leave time off every month.
• 8 hours of paid time off for Birthday leave.
• 12-15 paid holidays each year.