Assistant Jobs

About The Position

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, and prepares outgoing mail.
• Provides appropriate information with correspondence to be answered by the Dean, maintains confidential and sensitive information.
• 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.
• Prepares letters of appointment for faculty (all terms) including specialty letters for fourth year review, penultimate year, and non-renewal, in consultation with the Office of the Provost.
• Reviews and reconciles departmental payroll reports to ensure accuracy, compliance, and timely resolution of discrepancies.
• Prepares, coordinates, and issues faculty appointment letters in accordance with institutional policies and procedures.
• Completes, processes, and routes personnel actions and procurement requests, ensuring required approvals and documentation are obtained in a timely manner.
• 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, and 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