Executive Assistant II

$48,120 - $48,120/Yr

Tarleton State University - Stephenville, TX

Part-time - Entry Level

Stephenville, TX

Educational Services

About the position

The Executive Assistant II at Tarleton State University plays a crucial role in providing advanced professional assistance to an executive within the Division of Finance & Administration. This position requires maintaining high-level interactions with the campus community and handling highly confidential and critical academic and administrative matters. The Executive Assistant II is expected to exercise discretion and independent judgment regarding significant matters, ensuring that the executive's office runs smoothly and efficiently. The work hours are typically Monday through Friday, from 8 AM to 5 PM, although flexibility may be required based on work demands. In this role, the Executive Assistant II will provide comprehensive administrative support to the Finance & Administration Division. This includes managing human resources-related tasks in Workday, such as onboarding and offboarding processes, as well as data maintenance. The assistant will also be responsible for completing purchasing tasks, maintaining inventory, and creating property transfers in Canopy. Additionally, the role involves managing calendars, scheduling appointments, arranging travel, and preparing expense reports in Concur. Event planning for the division is also a key responsibility, requiring a high level of organization and attention to detail. The Executive Assistant II will draft and manage correspondence, coordinate travel arrangements, and prepare itineraries. They will compile reports, maintain records, and coordinate special events, ensuring that all documents submitted for the administrator's signature are evaluated appropriately. As the receptionist for the Division of Finance & Administration, the assistant will greet visitors and handle inquiries both in person and over the phone. Furthermore, the role includes maintaining supply inventory, overseeing equipment service agreements, and managing the record retention plan for office documents. The assistant will also provide support to various departments within the division as needed, contributing to the overall success of the division.

Responsibilities

• Provides administrative support to the Finance & Administration Division, performing tasks such as human resources related items in Workday for onboarding, offboarding, and data maintenance, completing purchasing tasks for requisitions, PO, non-PO, and invoices for the Division in TexanBuy, maintaining inventory and creating property transfers in Canopy, maintaining calendars and appointments, travel arrangements, Travel and Pcard expense reports in Concur, as well as event planning for the division.
• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements and itineraries, and may approve and process travel reimbursements.
• Compiles reports, maintains records and other documents, and coordinates special events. Evaluates documents submitted for administrator's signature. Provides support for planning and scheduling activities.
• Serves as receptionist for the Division of Finance & Administration, greeting visitors to the office and by phone.
• Maintains supply inventory and equipment service agreements, and oversees record retention plan for office documents.
• Provides assistance to departments within the division, as needed, contributing to the overall success of the Division.

Requirements

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Four years of related administrative experience.
• Knowledge of word processing, spreadsheet, and presentation applications.
• Interpersonal and communication skills.
• Planning and organizational skills.
• Ability to multitask and work cooperatively with others.

Benefits

• Family Education Benefit (Tuition Scholarship) for employees, their spouses, or dependents after 6 months of full-time employment.
• Doctoral Educational Assistance for reimbursement of tuition and mandatory fees for pursuing a first doctorate degree.
• Fully covered employee health insurance with reimbursement of insurance premium deductions.
• Dental insurance and vision insurance coverage.
• Retirement and insurance programs.
• Paid sick leave, holiday pay, vacation, and longevity pay.
• Paid Birthday Leave for all leave-eligible employees.
• Complimentary tickets to all athletic and performing fine arts events on campus.
• Staff gym membership discount with Campus Recreation and other Tarleton discounts.