Executive Assistant I - Provost's Office

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

Job Description

Job Title

Agency

Texas A&M University – Texarkana

Department

Office of Vice President for Academic Affairs

Proposed Minimum Salary

Job Location

Job Type

Job Description

TAMUT values diversity among its leadership, faculty, staff, and students and is committed to promoting fairness, equity, and inclusion throughout the University. We believe that a shared commitment to a diverse, inclusive environment helps advance our mission, fosters collaboration, and enables our students and employees to achieve a sense of well-being and belonging.

As part of our commitment to an inclusive environment, we will ensure that persons with disabilities are provided reasonable accommodations to participate in the job application and interview process and to perform essential job functions after hire.

Salary Information: Expected salary range is $50,000 – $52,000 annually.

ESSENTIAL DUTIES & RESPONSIBILITIES:

+ Oversees the day-to-day operation of the Office of the Provost and Vice President for Academic Affairs, making operational decisions and providing assistance and direction to the support staff for the VPAA’s direct reports, including the college dean administrative personnel.

+ Opens, reads, and routes incoming mail. Provides appropriate information with correspondence to be answered by the Provost/VPAA, maintaining confidential and sensitive information. Prepares outgoing mail. Processes, copies, and routes extensive and varied internal documents for Provost/VPAA’s signature.

+ Prepares correspondence under general instruction with responsibility for final output.

+ Assists Provost/VPAA 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 deans (12 month) and all faculty (all terms) including specialty letters for fourth year review, penultimate year, and non-renewal.

+ Works with deans and Provost/VPAA to prepare offer letters for incoming faculty and obtains internal approvals and signatures.

+ Independently maintains academic affairs data sets including faculty history, tenure and promotion, post tenure and prepares related reports and correspondence.

+ Prepares Office of Academic Affairs expenditure documents, reviews financial reports, and reconciles accounts.

+ Prepares correspondence under own signature and assigns projects to relieve Provost/VPAA for other priorities.

+ Assists Provost/VPAA, deans, and faculty of all colleges in preparation, development and submission of new degree program proposals and related Academic Affairs documents.

+ Maintains files and databases for Provost/VPAA including correspondence and other critical academic records including personnel files for university deans and faculty.

+ Maintains Provost/VPAA’s calendar, schedules appointments, provides information to callers, and occasionally may act in place of Provost/VPAA.

+ Coordinates and arranges travel schedule, makes reservations, prepares travel applications, requests for transportation and vouchers for Office of Academic Affairs.

+ Prepares sensitive reports, which may have high visibility and impact, analyzes information and makes suggestions for improvements, (e.g. faculty workload, faculty overload, faculty promotion, faculty tenure, faculty distance education courses, etc.).

+ Contributes to the effective team management of all relevant problems, issues, and opportunities.

+ Assists the Office of Institutional Effectiveness and Research with credentialing and other duties as assigned.

+ May serve as a backup to staff in the Office of the VPAA. 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.

+ 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, SKILLS & ABILITIES:

Minimum Qualifications

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

+ Three (3) 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

+ Five (5) years of administrative assistant/associate, secretarial or executive assistant experience

+ Five (5) years computer/Microsoft Office software experience

+ Accurate keyboarding ability

+ Ability to remain highly alert and in control due to the high impact and visibility of position

+ Specialized computer experience

Other Requirements

+ 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

+ Must be reliable and able to maintain confidentiality

+ Must be able to promote a positive work environment and establish a positive rapport with faculty

+ Expertise in business communications, including grammar, spelling, punctuation, office procedures and proofing

SUPERVISION OF PERSONNEL:

This position may supervise employees.

OPEN UNTIL FILLED. To receive full consideration, you must have your application in by 02/01/2023.

To apply: Upload your cover letter, resume, 3 professional reference’s 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.

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: edu