Executive Assistant I

Texas A&M University System•Texarkana, TX

2d•Onsite

About The Position

The Executive Assistant I supports the Dean of the College of Engineering and Computing by providing effective and reliable administrative support; relieves the Dean of moderately complex administrative and business details; provides on-going guidance and recommendations regarding the improvement and/or implementation of institutional processes and projects; makes day-to-day decisions regarding office operations.

Requirements

Bachelor’s degree in applicable field or equivalent combination of education and experience.
Three (3) years of related experience.
Knowledge of word processing, spreadsheet, and presentation applications.
Ability to multitask and work cooperatively with others.
Interpersonal and communication skills.
Planning and organizational skills.
Ability to work beyond normal business hours
Ability to organize and set priorities, meet deadlines, maintain records, pay strict attention to detail, interpret, and prepare reports and compose memoranda and letters
Excellent communication skills, including grammar, spelling, punctuation, office procedures and proofing
Must be reliable and able to maintain confidentiality
Must be able to promote a positive work environment and establish a positive rapport with faculty

Nice To Haves

Texas state agency and/or higher education experience
Five (5) years’ administrative experience
Ability to think critically
Familiarity with general office equipment
Experience with Microsoft Office 365 applications and Desktop publishing
Experience with Canopy, Concur, FAMIS, DocuSign, and/or Workday
Excellent interpersonal skills, including experience working with diverse populations

Responsibilities

Oversees the day-to-day operation of the College, making operational decisions and providing assistance and direction to support staff and other direct reports.
Opens, reads, and routes incoming mail.
Provides appropriate information with correspondence to be answered by the Dean, maintains confidential and sensitive information.
Prepares outgoing mail.
Processes, copies, and routes extensive and varied internal documents for Dean’s signature.
Prepares correspondence under general instruction with responsibility for final output.
Assists the Dean with meetings with various internal and external groups, including preparation of agendas and meeting materials and related documents; may include taking notes and minutes.
In consultation with the Office of the Provost, prepares letters of appointment for faculty (all terms) including specialty letters for fourth year review, penultimate year, and non-renewal.
Prepares expenditure documents, reviews financial reports, and reconciles accounts.
Prepares correspondence under own signature and assigns projects to relieve the dean for other priorities.
Assists Dean and faculty in preparation, development and submission of new degree program proposals and related Academic Affairs documents.
Maintains files and databases for the Dean including correspondence and other critical academic records.
Maintains Dean’s calendar, schedules appointments, provides information to callers.
Coordinates and arranges travel schedule, makes reservations, prepares travel applications, requests for transportation and vouchers for faculty, staff, and Dean.
Assists the Office of Institutional Effectiveness, Research, and Planning with credentialing and other duties as assigned.
Contributes to the effective team management of all relevant problems, issues, and opportunities.
Serves as liaison and point of contact for administrators.
Coordinates workflow and may supervise staff and/or student workers.

Benefits

Medical $0 - $30 per month for Employee Only coverage after university contribution ($920 value)
Up to 83% of premium covered by the university: Employee and Spouse, Employee and Children, Employee and Family coverage
Dental & Vision
Life Insurance, Accidental D&D, Long Term Disability, Flexible Spending Account and Day Care Spending Account
Public Service Loan Forgiveness Program
75% waiver of tuition and fees for full-time employees, their spouses and children
8+ hours of vacation paid time off every month
8 hours of sick leave paid time off every month
8 hours of paid time off for birthday leave
12-15 paid holidays each year
Teacher Retirement System of Texas (TRS) or Optional Retirement Plan (ORP)
Voluntary Tax Deferred Account/Deferred Compensation Plan
Professional Development via LinkedIn Learning
Employee Assistance Program
On Campus Wellness Opportunities