Executive Search Specialist I

Texas A&M University System•College Station, TX

1d•Onsite

About The Position

The Executive Search Specialist I performs routine and specialized duties relating to the Academic Executive Recruiting Program activities. This includes following procedures, assisting with coordinating the administrative functions of setting up an executive search, arranging and hosting interviews, handling business services such as accounting, clerical, and financial duties, and initiating the onboarding of final candidate(s).

Requirements

Bachelor’s degree or equivalent combination of education and experience.
One year of related experience in general office, accounting, or personnel operations.
Working knowledge of spreadsheet and word processing programs.
Strong interpersonal and communication skills.
Strong planning and organizational skills.
Ability to deal with sensitive information in a confidential manner.
Ability to multi-task and work cooperatively with others.
Ability to interpret and explain state and TAMU regulations/rules, policies, and procedures to staff, customers, and vendors.
Customer service and problem-solving skills in an increasingly complex environment.
Compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures.
Must perform all tasks and job responsibilities safely without injury to self or others in compliance with System and University safety requirements.

Nice To Haves

TAMU experience with knowledge of TAMU rules, and processes relating to purchasing, travel, HR/Payroll, etc.
Experience in coordinating meetings (rooms, catering, etc.).
Business and/or accounting experience.
Experience with web conferencing, video conferencing, and shared calendar systems.
Familiarity with Emburse Expense (Chrome River) and AggieBuy.

Responsibilities

Performs routine and specialized executive search duties.
Schedules interviews, makes room, travel, and hotel reservations, develops itineraries, and orders food for events.
Schedules search meetings, reviews search timelines, and communicates the needs of the search with the search chair’ executive assistant.
Handles sensitive and confidential data with integrity.
Assists fellow executive search specialists with strategic priorities on short and long-term projects.
Assists in developing search timelines, drafts, and provides communications for search chairs and other stakeholders.
May provide guidance to stakeholders regarding university rules and Standard Administrative Procedures (SAPs) regarding executive search matters.
Organizes and maintains search related documents and records.
Assists supervisors and employees with executive search related questions.
Assists in resolving and troubleshooting routine issues.
Communicates updates to university rules and Standard Administrative Procedures (SAPs) regarding executive search matters as directed.
Maintains the executive searches website with up-to-date information and search-specific email inboxes.
Attends executive searches training and/or informational meetings.
Reviews and processes financial transactions related to executive searches including submissions of Departmental Cover Sheets, Pay Vendor Invoice forms, and other relevant forms of expenses.
Oversees submission and reconciliation of expense reports in Emburse Expense (Chrome River) for purchasing and travel.
Coordinates individual reimbursements to faculty, staff, and visitors for out-of-pocket purchases.
Interprets and ensures compliance with TAMU purchasing and travel guidelines.
Maintains extensive knowledge pertaining to TAMU Guidelines for the Disbursement of Funds and TAMU Payment Card policies, procedures, rules, and regulations.
Performs other duties as assigned.