Executive Assistant I

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

Job Description

Job Title

Agency

Texas A&M University – Texarkana

Department

Office Of Vp For Finance And Administration

Proposed Minimum Salary

Job Location

Job Type

Job Description

The Executive Assistant I supports the Vice President by providing effective and reliable administrative support. Schedules appointments, gives information to callers, prepares financial data, and relieves the Vice President of key administrative and business details. Top level administrative contributor, acts as an internal consultant providing guidance on the most complex projects. Regularly operates under deadlines and may be subject to extreme workloads.

ESSENTIAL DUTIES & RESPONSIBILITIES:

+ Opens, reads, and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by the Vice President, always alert to confidentiality and sensitivity of information. Prepares outgoing mail via U.S. Postal Service, Federal Express, and other carriers.

+ Takes and transcribes notes on computer, records minutes of department, division and/or other University meetings. Composes correspondence under own signature for assigned projects to relieve Vice President for other priorities.

+ Prepares and maintains departmental files and support records for VPFA.

+ Primary support person for the preparation of the annual operating budget, requiring a strong working knowledge of the technical aspects of the FAMIS Automated Budget Module. Enters data to automated system, coordinates reporting and budget printing through FAMIS, and assists budget staff. Compiles and binds copies for distribution.

+ Assists VPFA by summarizing capitol and operational budget submittals and calculating postage, telephone, and insurance benefits spreadsheets. Compiles expense budget figures utilizing legislative appropriations patterns.

+ Primary support person to the preparation of the biennial legislative appropriation request, requiring a technical working knowledge of the state’s ABEST (automated budget entry) system. Enters data and coordinates automated reports with Legislative Budget Board Office. Compiles and binds copies for distribution.

+ Prepares worksheets in Microsoft Excel and assists with financial data analysis and preparation.

+ Schedules appointments, and occasionally represents the Vice President.

+ Greets visitors, ascertains nature of business, and routes visitors to Vice President or appropriate person.

+ Arranges travel schedule and makes reservations. Prepares travel applications, vouchers, itinerary and tax forms.

+ Prepares sensitive reports, which may have high visibility and impact, analyzes information, and makes suggestions for improvements, and works with fiscal compliance issues.

+ Responsible for division website and updating information accurately and timely.

+ Makes copies, scans, and maintains department forms files.

+ Reconciles multiple division operating accounts. Tracks expenditures. Assists other departments with reconciliation automation.

+ Compiles statistical data and analysis for internal departments and external entities.

+ Manages Bookstore, SSC, Chartwells commissions, payments, and invoices.

+ Creates, processes and reviews contracts, agreements, and MOUs for accuracy.

+ Manages space rental requests and agreements.

+ Perform budget transfers when necessary.

+ Submits purchase requests for division departments as assigned.

+ Serves as Records Retention Coordinator for the VPFA Office.

+ Regularly interacts with offices of the Texas A&M University System

+ 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 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 administrative, secretarial, or executive assistant experience.

+ Five (5) years computer experience.

+ Accurate keyboarding ability.

+ Strong computer skills, with the ability to demonstrate a high level of proficiency in Excel and Word.

+ Prior experience in an accounting and management work environment

+ E-signature experience

+ Texas State and/or Texas A&M financial systems/purchasing experience.

+ IT experience – technical terminology

+ Contract management experience

+ Notary

Other Requirements

+ Ability to travel and work beyond normal office hours.

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

+ Must be reliable and able to maintain confidentiality, as well as promote a positive work environment.

+ Ability to organize and set priorities, maintain records, interpret, and prepare reports, and compose memoranda and letters.

+ Excellent knowledge of business communications, including spelling, punctuation, office procedures and proofreading.

SUPERVISION OF PERSONNEL:

This position generally does not supervise employees.

OPEN UNTIL FILLED. To receive full consideration, you must have your application in by 06/01/2023.

To apply: Upload your cover letter, resume and 3 professional reference’s contact information and with one reference being a supervisor/manager 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: 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.