Executive Assistant II

Job Title

Executive Assistant II

Agency

Texas A&M University

Department

Mathematics

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

The Department of Mathematics within the College of Science play a fundamental role in any area of human activity, from purely scientific enterprises to the financial and business world. The analytical and quantitative skills acquired with rigorous mathematical training provide diverse career opportunities, including jobs in academia, industry and government labs, actuarial companies, the financial market, high-tech and computer-security companies, conservation and environmental agencies, energy, and many others. To learn more about us, please visit our website at https://science.tamu.edu/degrees/mathematics/

What we want

The Executive Assistant II, under general supervision, performs advanced professional assistance work for an executive. Maintains high-level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters. Exercises discretion and independent judgment with respect to matters of significance. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If this job description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these documents on the application under CV/Resume.

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience
• Four years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications
• Ability to multitask and work cooperatively with others
• Interpersonal and communication skills with planning and organizational skills

 

Responsibilities:

• Executive Assistant Support - Provides direct support to the Department Head and Assistant Department Head for Finance and Administration. Researches, reviews, interprets, and advises Departmental Administration on University, College and Departmental policies, procedures, standards, and methods.  Prepares a wide range of memos and letters for the department head signature. Responds to email inquiries; communicates with faculty, staff, students, and university administrators. Provides support for long-range planning and scheduling activities. Organizes and schedules all meetings for department head, departmental meetings, lunches and works with the program coordinator to plan and organize departmental events. Updates a multitude of departmental administrative webpages.  May coordinate Department Head’s travel arrangements and itineraries.

• Hiring - Responsible for all steps to hire new faculty per University policies and procedures. Formulates, interprets, and implements policies, rules, and regulations along with providing expert advice to the departmental administration regarding these matters. Prepares job postings and the necessary documentation for all faculty positions. Posts departmental advertisements for faculty positions in Mathematics journals and on-line. Manages faculty job postings in Mathjobs.org. Processes all hiring paperwork for potential faculty prior to arrival. Prepares and uploads all necessary documents into the Dean of Faculties on-line Hiring Workflow Portal. Posts information on the Hiring Candidates to the departmental web pages.

• Interviews - Analyzes all requirements, plans, contacts, and schedules in person interviews to College Station for tenure, tenure-track faculty positions (Typically 15 to 25 interviews per year). Plans and coordinates all hotel reservations, airline and car rental reservations, and scheduling meetings with the department head and dean. Schedules colloquium and builds the daily itinerary for each candidate.  Contacts and schedules postdoctoral interviews.

• ISFS - Reviews, interprets, and implements and advices departmental administration on all visa related issues and tasks. Processes Immigration employment paperwork including but not limited to J-1, H-1B, and permanent residency cases for visitors and faculty members through the University Immigration Services for Faculty and Scholars office. Processes necessary paperwork for research positions (i.e: research position posting form, RPA form, matrix, etc.).

• Records and Nominations - Coordinates and collects nominations and ballots for departmental elections as needed.  Assists in processing award nominations for departmental awards committee as necessary. Manages confidential material which includes the Head’s files and the Department’s personnel files. Coordinates and processes open records request sent to the department.

• Maintains Data - Collects and maintains confidential data in a database for compiling data for a multitude of reports and surveys on current and former faculty (i.e: professor salaries, ethnicity information, citizenship information, recruitment and hiring, etc.) along with providing data to the departmental administration as necessary. Assists the Department Head with spreadsheet data. Provides expert advice on data, spreadsheets, reports, and surveys.

• Faculty Data Entry - Solely responsible for tracking and updating graduate and undergraduate faculty listing for the undergraduate and graduate student catalogs. Completes graduate faculty personnel record forms for new faculty so they can be added in the system. Performs other duties as assigned. 

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

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.