Job location: San Antonio TAMUSA

Employment Type: Full-time
Posted data: 2019-09-20
Req: R-024426
Job Title

Executive Assistant and Business Administrator I

Agency

Texas A&M University - San Antonio

Department

Office Of University Advancement and External Relations

Proposed Minimum Salary

Commensurate

Job Location

San Antonio, Texas

Job Type

Staff

Job Description

Job Summary:

The Executive Assistant and Business Administrator to the Vice President of Advancement and External Relations, under general supervision, manages a full-range of business activities and executive-level administration support to the vice president of advancement and external relations including operations of the division, supporting administrative needs, reviewing and approving business documents and developing, monitoring, and reporting accounts, budgets and other quantitative data.

Responsibilities:

• Provides advanced, diversified administrative support of a substantial and confidential nature to the vice president and anticipates needs while proactively solving problems and/or independently resolves issue.
• Coordinates the Vice President's and Executive Director of Advancement's activities including management of a complex calendar, travel arrangements and associated logistics.
• Independently commits the executive's time to those requesting access based on an in-depth understanding of the executive's priorities, needs and role within the university framework - prioritizing, planning, coordinating and/or overseeing meeting logistics with individuals and entities internal and external to the university.
• Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls and keeps the executive informed of all matters requiring attention.
• Oversees and manages multiple projects; anticipate and track critical dates, events and organizational issues for the executive; and follow up with appropriate parties to ensure deadlines are met.
• Coordinates with directors and other members of staff to ensure the successful execution and operation of the division.
• Provides limited executive support to the executive directors of the division, as needed .
• Serves as an approver and back-up signer of vouchers and requisitions. Reviews and approves account reconciliations. Assists with the management of financial transactions, including assigning costs to appropriate accounts and projects. Monitors and controls operating expenditures and makes projections. Assists in the development of annual budget documents.
• Plans, develops, implements, coordinates, and monitors programs or services. Develops and recommends policies, procedures, and guidelines.
• Oversees annual fiscal year closing activities. Proposes solutions on complex financial problems . Prepares and analyzes business reports including gift and donor stewardship, advancement projects, resource use and staff alignment. Manages allocations and reporting on unit facilities, furnishings and equipment.
• Manages cash handling activities and unit capital equipment purchasing. Interprets System policies and regulations and University rules. Develops complex administrative, financial, and statistical analyses and summary reports. Manages maintenance of business files.
• Serves as office manager delegate. Implements and audits business procedure and trains staff on new and existing procedures. Establishes, implements and audits unit procedures for special activities and programs. Assists in special investigations, program analysis, and research studies.
• Manages personnel activities including preparing position analyses, updating position descriptions, and developing employment offers. Communicates with employees regarding personnel policies and procedures and identifies training needs.
• Participates in the hiring and training of subordinate business staff and student workers.
• May supervise staff.
• Performs other duties as assigned.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

Education & Experience:

• Bachelor's degree.
• Five years of related experience in general office, business operations and executive administrative support, accounting, or personnel operations.

Knowledge, Skills, and Abilities:

• Proficiency with PC computers including use of Microsoft Office and standard applications; knowledge and use of database applications
• Dynamics of a fast-paced external facing unit and experience in communicating with high profile individuals and organizations with discretion and confidence;
• High energy individual with interpersonal skills, including consensus building; requires excellent customer service skills; demonstrated experience as a team player;
• Project management training/experience highly desired.
• Excellent verbal and written communication skills, including editing, and proofreading; Excellent planning and organizational skills;
• Demonstrated ability to handle sensitive issues and maintain confidentiality;
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies;
• Contextual understanding of executive's role within the university framework;
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.

Please make sure to provide the following documents:

1) Application

2) Cover Letter to include three professional references

3) Resume

For detailed instructions on how to apply for any positions on our website, please use the following link:

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

Summary of Employee Benefits

http://www.tamusa.edu/documents/hr/summary-of-employees-benefits-2019.pdf

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.