Executive Assistant III

Texas A&M University System•Galveston, TX

35d

About The Position

The Executive Assistant III provides administrative support to the Dean of the College of Marine Sciences & Maritime Studies (TAMU), Executive Associate Vice President for Academic Affairs & Chief Academic Officer (TAMUG), Associate Provost (TAMU) [referred to as the “Dean” hereafter] and the Executive Associate Dean of the College of Marine Sciences & Maritime Studies (TAMU) and Associate Vice President for Academic Operations (TAMUG) [referred to as the “Executive Associate Dean” hereafter]. Work involves coordinating high-level operations of the College of Marine Sciences & Maritime Studies and the Galveston Campus. Exercises discretion and independent judgment with respect to matters of significance.

Requirements

Bachelor's degree or equivalent combination of education and experience.
Six years of experience in office administration.
Ability to build strong working relationships and a productive work environment.
Advanced knowledge of spreadsheet, presentation, database, and word processing software programs.
Excellent interpersonal and communication skills, and ability to plan and organize effectively.
Maintains professionalism and composure.
Ability to demonstrate initiative by independently taking action to solve problems.
Attention to detail.
Ability to multitask and work cooperatively with others.
This position is security sensitive.
This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures.
All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements.

Responsibilities

Logistic Support for the Dean and Executive Associate Dean Coordinates calendars, meetings, and other activities for both Administrators.
Oversees and monitors action items and assignments made by the Administrators.
Drafts, manages, and processes high-level confidential correspondence and files.
Controls and evaluates the flow of documents.
Prepares itineraries and travel arrangements and may file documentation for travel reimbursement.
Prepares communications and/or agendas and minutes for meetings, including academic leadership team meetings, student success initiatives, assessment and curriculum.
Attends committees with or on behalf of Administrators when asked.
Researches, compiles and analyzes requirements for complex projects or initiatives, making evaluative judgements.
Provides support for both short and long-range strategic and operational planning and scheduling of activities.
Manages event coordination and groups visiting campus, which includes, but is not limited to, commencement and the annual alumni awards. This includes facilitating commencement committee meetings, coordinating contracts and event logistics. Monitoring budgets and resources in coordination with the business office and developing the commencement program and other material needs in coordination with the Marketing & Communications office. Support the Chief Operating Officer’s office with planning for VIPs & stage party.
Administrative support for the Dean and Executive Associate Dean Serves as the primary contact point for both Administrators, providing customer service and answering phones.
Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies.
Responds and resolves complex inquiries and problems.
Makes recommendations for process improvements, administrative changes, or new initiatives.
Provides backup to executive support staff in helping the senior administrative leadership team.
Acts as Administrators’ representative in dealing with third parties.
Evaluates documents submitted for Administrators’ signature.
Serves on the Deans Assistants Liaison Council (DALC) representing the college.
Creates, distributes and archives the weekly publication newsletter for the Dean. This includes a weekly call for contributions and organizing and editing the information collected.
Performs other duties as assigned.
Academic Process Support Assists the Executive Associate Dean with the student success initiatives and the undergraduate curricular, assessment, and education abroad processes, including tracking and monitoring all items.
Maintain membership lists and coordinate communications, scheduling and coordinating team meetings with agendas and minutes, maintaining security and access for Assessment, Evaluation, Feedback & Intervention System (AEFIS), preparing annual review of AEFIS and updating website content as well as maintaining security and access for the Curricular Approval Request System (CARS) and Courseleaf.
Coordinate distribution of Deans List & Distinguished Student certificates (twice annually).
Liaison with the TAMU Registrar’s Office, the Office of Institutional Effectiveness and Education Abroad Office.