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Executive Assistant I - Information Technology

at Texas A&M University - Texarkana in Texarkana, Texas, United States

Job Description

Job Title

Executive Assistant I – Information Technology

Agency

Texas A&M University – Texarkana

Department

Division Of Technology And Distance Education

Proposed Minimum Salary

Commensurate

Job Location

Texarkana, Texas

Job Type

Staff

Job Description

Maintains official records and executes administrative policies determined by or in conjunction with other administrators and generally works under deadlines.

ESSENTIAL FUNCTIONS:

• Responsible for CIO’s files, schedule (including appointments), official correspondence and records management.• Assists in managing all department fiscal accounts and maintains files for department account balances and budget records.• Finds vendors and pricing for equipment, parts, supplies, and IT services. Works with vendors to obtain bids that meet university requirements. Creates departmental purchasing requisitions in FAMIS. Faxes or emails specifications to suppliers when bids are necessary.• Works closely with the Purchasing Department to choose vendors and make purchases that are cost-effective for the university and meet all System and State purchasing goals and guidelines.• Prepares reports as assigned by the CIO and assists with the preparation of employee reports for full and part-time staff. • Responsible for the CIO’s travel arrangements, travel authorizations, and submission of travel documents (expense voucher) and processing travel documents (authorization/expense voucher) for IT staff.• Prepares memorandums outlining and explaining administrative procedures and policies and evaluates work methods and makes suggestions to improve procedures and job efficiency.• Opens and distributes CIO’s mail; assembles related material for use by supervisor in answering mail, answers routine inquiries regarding department policies and procedures.• Serves as receptionist for the CIO by greeting key visitors and ascertaining nature of business.• Receives work order requests (via phone and website) from faculty, staff, and students and forwards to appropriate personnel. Provides “help desk” advice for common and recurring situations.• Maintains the departmental asset inventory in FAMIS for all university facilities. Works closely with the Accounting Department Inventory Specialist annually and ad hoc to update and locate all assets.• Operates standard office machines and oversees maintenance and inventory of supplies and equipment.• 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.

KNOWLEDGE & SKILL REQUIRED:

Minimum Qualifications

+ Bachelor’s degree in applicable field or equivalent combination of education and experience.

+ Three years of related administrative 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.

Preferred Qualifications

+ Four (4) years secretarial or office work experience

+ Four (4) years computer experience

+ Accurate keyboarding ability

+ Proficiency with Microsoft Office 365 productivity environment, especially Teams, Word, Excel, and PowerPoint

+ Operational/technical knowledge of computer systems and software for Windows and Macintosh-based systems

+ Critical decision-making skills

+ Experience with desktop publishing and Internet web sites

+ Office management experience in a department with multiple IT staff

+ Experience with distance education activities, logistics and management

+ Working knowledge of systems like FAMIS, Concur, Canopy, Workday and DocuSign

OTHER REQUIREMENTS:

Ability to maintain confidentiality

CLOSING DATE: October 11, 2021

TO APPLY: Upload your cover letter, resume, 3 professional references with contact information and with one reference being a supervisor/manager and copies of your transcripts in the questionnaire section of your application. Please remember once you submit your application you will not be able to “revise” or upload any documents. If you have any questions about uploading or a revision to your application, you may contact HR@tamut.edu.

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.

As a member of The Texas A&M University System, Texas A&M University-Texarkana is a comprehensive regional university that provides students with academically challenging, engaging, and rewarding educational experiences through quality teaching, scholarship, student support services, co-curricular programming, research, and service.Through the personal attention of our faculty and staff, students are afforded the opportunity to acquire the knowledge, abilities, and skills to become leaders in their chosen professions and to prepare for the opportunities of serving in a global environment.A&M-Texarkana began in 1971 as part of East Texas State University and joined The Texas A&M University System in 1996. Our 375-acre campus, which opened in 2008, is near beautiful Bringle Lake in Texarkana, Texas, in a region known as the Ark-La-Tex.With a commitment to academic excellence, student success, and community leadership, A&M-Texarkana is comprised of three academic colleges: education and liberal arts; business; and science, technology, engineering, and mathematics (STEM). The university accommodates students by offering flexible class schedules, web-based courses, and online degree programs.A&M-Texarkana is a member of the National Association of Intercollegiate Athletics (NAIA) Red River Athletic Conference, with men’s and women’s soccer, men’s and women’s tennis, baseball, and softball programs.

The Texas A&M University System is one of the largest systems of higher education in the nation, with a statewide network of eleven universities, seven state agencies and a comprehensive health science center. The A&M System is committed to providing an educational and work environment that is conducive to the personal and professional development of each individual employee. Equal opportunity and access will be provided throughout the A&M System to all students, employees, and prospective employees. Employment opportunities for all A&M System members and locations are updated daily and posted on this searchable website. The Texas A&M System is an Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.

If you need assistance in applying for this job, please contact (903) 223-1360.

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Job Posting: JC192264088

Posted On: Sep 12, 2021

Updated On: Oct 14, 2021