Executive Assistant II

Location
San Antonio, TX
Posted
Jul 09, 2018
Institution Type
Four-Year Institution

San Antonio TAMUSA

Full time
R-008865


Job Title
Executive Assistant II

Agency
Texas A&M University - San Antonio

Department
Office Of The President

Proposed Minimum Salary
$3,742.67 monthly

Job Location
San Antonio, Texas

Job Type
Staff

Job Description

Under general supervision, this position serves a key role to ensure the smooth operation of the Office of the President by providing administrative support to the President and serving as a resource to the university community. The individual in this role will interface with vice presidents, executive staff members, campus constituents and students to assist with administrative and staff service functions of the Office of the President. As the Executive Assistant II, a working knowledge of executive level office practices and methods is required especially for a fast-paced office with competing priorities.

Typically works Monday - Friday; 8 a.m. - 5 p.m. May work beyond normal office hours to include evenings, weekends, and peak times.

Responsibilities:
  • Responsible for opening the office for daily business. Receives, greets, and directs visitors to appropriate individual or office within the university. Greets guests of the President or other staff within the office in preparation for meetings or events.
  • Schedules and maintains the president's complex calendar of appointments, meetings and events with accuracy while proactively ensuring alignment with the University's mission and presidential objectives.
  • Facilitates efficient and cost-effective University travel for the President (spouse, as needed) and other official visitors by making travel arrangements and preparing associated approval forms and expense reports for travelers.
  • Serves as the liaison to the president's spouse for a myriad of appointments and events where his/her attendance is required. Works with the president's spouse to complete Volunteer Service form on a yearly basis.
  • Coordinates travel and logistics to Board of Regent meetings including advanced preparation of meeting agendas/materials.
  • Intakes speech request forms and works in collaboration with University Communications and Marketing to ensure proper advanced preparation for speaking engagements.
  • Answers, properly routes, and returns phone calls. Greets incoming office callers, screening them to determine the purpose of their call or visit, and providing them with the necessary assistance to ensure they are directed to the best resource(s).
  • Provides professional support with high level administrative assistance such as assuring that telephone calls and email traffic are responded to assure both internal and external customer satisfaction, screening calls and taking messages; provides timely management of correspondence such as basic thank you letters, memos, and emails.
  • Responsible for hiring, supervising and directing the work of student employees within the Office of the President, including setting work schedules and approval of electronic time sheets.
  • Responsible for reviewing, seeking appropriate response from appropriate vice president and responding to S.H.A.R.E. student complaints on behalf of the President.
  • Responsible for collecting, opening, sorting, and distributing incoming mail.
  • Performs routine office tasks such as: office supply inventory maintenance and ordering; maintenance of office equipment including arrangement for service calls as needed; process and reconcile records such as travel and purchasing documents; general procurement tasks and processing of invoices/receipts for Office of the President, President and Chief of Staff.
  • Responsible for filing documents and maintaining office filing. This includes maintaining a current filing system of both active and inactive files. Responsible for retrieving information from files for Office of the President as requested or required.
  • Assists the President with presentations (PPT) including videos as needed; basic preparation of collateral materials using appropriate technical tools; proof-reading. Create graphic images on behalf of the president, when requested.
  • Responsible for special projects as assigned by supervisor including but not limited to gathering information for administrative reporting or other activities and development of special correspondence or documents, presentations, or publications as needed.
  • Must have superb organization, communication, and interpersonal skills with the ability to work in a diverse community serving students, faculty, administrators, and external constituents such as university alumni, legislators, vendors, state and federal agencies


Education & Experience

  • Bachelor's degree and four years of related experience.
  • Higher education experience is a plus.


KSAs
  • Must have superb organization, communication, and interpersonal skills with the ability to work in a diverse community serving students, faculty, administrators, and external constituents such as university alumni, legislators, vendors, state and federal agencies.
  • Ability to operate in a complex, fast paced and dynamic work environment.
  • Knowledge of word processing, spreadsheet, database, and presentation applications.
  • Ability to multitask and work cooperatively with others.


APPLICATION PROCESS:

Applications are accepted only through the online job portal at:

http://www.tamusa.edu/humanresources/job-opportunities/index.html

For Internal Applicants:

Go to your Workday Profile to upload your resume:

1) Select CAREER

2) From top of bar, select EDUCATION

3) Upload your resume by selecting the button - UPLOAD MY EXPERIENCE

4) Select file and submit resume

Applicants must complete the online application by either downloading your resume to auto-populate the application, or manually complete the application fields.

After the Work History section in the application process, you can select UPLOAD to attach the following required documents.

1) Cover letter to include (3) professional references; and

2) Resume

For External Applicants:

Applicants must complete the online application by either downloading your resume to auto-populate the application, or manually complete the application fields.

After the Work History section in the application process, you can select UPLOAD to attach the following required documents.

1) Cover letter to include (3) professional references; and

2) Resume

Please ensure that all required documents are uploaded prior to submitting the application. Once application is submitted, no changes or revisions can be made.

In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

PI103324544

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