Executive Assistant III

Updated: about 2 months ago
Location: College Station, TEXAS
Job Type: FullTime

Job Title

Executive Assistant III

Agency

Texas A&M University

Department

Associate Provost For Undergraduate Studies

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 Provost and Executive Vice President is the chief academic officer of the university. The Provost is responsible for all aspects of the university's academic mission, including the intellectual environment for faculty, students and staff, and planning, budgeting, supervising, and reviewing programs in resident instruction, research, and continuing education. The Office of the Provost and Executive Vice President also serves as a communication link with external constituencies, such as the Board of Regents, Texas Higher Education Coordinating Board, Texas Education Agency, Texas Legislature, Governor's Office, Legislative Budget Board, and various accrediting agencies.

The Academic Affairs Recruiting Office assisted with the creation and posting of this job requisition for Office of the Provost and Executive Vice President.

What we want

The Office of the Provost and Executive Vice President has an exciting opportunity for an Executive Assistant III, to support the Vice Provost for Undergraduate Studies. The Executive Assistant III, under direction, provides administrative support to the Vice Provost including scheduling, special events, projects, initiatives, and programs. This individual will also provide leadership in planning, directing, and evaluating departmental operations. The Executive Assistant III functions as a high-level departmental liaison to customers, represents the University on committees, and maintains interactions with high ranking officials within and outside of the University. 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

Annual Salary :  Commensurate to selected hire’s experience

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. 
  • Six years of experience in office administration.

 

Required Knowledge, Skills, and Abilities:

  • Ability to multi-task and work cooperatively with others.
  • Knowledge of word processing, spreadsheet, database, and presentation applications.
  • Interpersonal and communication skills along with planning and organizational skills.

Responsibilities:

  • Administrative Support - Primary administrative support for the Associate Provost for Undergraduate Studies. Prioritizes work responsibilities and duties.  Manages the Associate Provost's calendar. Maintains appointment schedule by planning and scheduling arrangements for department meeting logistics which includes setting up audio video equipment for meetings chaired by the Associate Provost for Undergraduate Studies. Coordinates travel for the Associate Provost. Prepares travel arrangements and itineraries, and approves and processes travel reimbursements. Plans and makes arrangements for dignitaries and other distinguished visitors, as well as potential employees visiting the campus and welcomes them on behalf of the administrator. Serves as primary contact while individuals are in transit and in town. Serves as a backup support for Assistant Provosts. Prepares correspondence on behalf of the Associate Provost. Conducts research for and briefs administrator prior to meetings and events. Prepares, reviews, coordinates, monitors and tracks correspondence and deadlines for the Associate Provost. Ensures confidentiality of the Associate Provost's mail, minutes, messages, and reports. Monitors the Associate Provost for Undergraduate Studies email for action items. Evaluates documents submitted for administrator’s signature. Provides support for long-range planning and scheduling activities. Provides expert advice to management. Acts as the Associate Provost's representative in dealing with third parties on campus and off campus. Manages the general email address. Maintains filing correspondence, records and tracking system. Develops and implements policies and procedures related to Undergraduate Studies office management. Leads development of the OUS business continuity plan and similar reports and made sure these items were completed for all OUS units and programs. Coordinates and leads support for departmental functions, including planning operations. Plans short-term business objectives.  Assists with fiscal records management.  
  • Project Coordination - Researches, compiles, and applies information. Researches and handles special projects for Undergraduate Studies. Makes evaluative judgments on appropriate use of data. Analyzes requirements for projects or initiatives and develop procedures for improvements. Uses initiative and independent judgment to respond to highly sensitive and complex administrative and academic matters involving students, parents, and others on behalf of the Associate Provost. Oversees university-level suspension and academic notification processes including associated coordination and communication with undergraduate deans and Enterprise Information Systems.
  • Committee/Task Force Coordinator - Coordinates and participates with major committee and task force meetings including the Academic Operations Committee of undergraduate deans, the Athletics Council, and other groups as needed. Coordinates agendas and related information, transcribes minutes, and distributes minutes for review and action.  Serves as a point of contact to all committees/task forces chaired by the Associate Provost.
  • Undergraduate Studies Liaison - Serves as the point of contact for the Associate Provost for Undergraduate Studies and serves as a liaison for the Office of Undergraduate Studies. Communicates agency objectives, tasks, and decisions to staff of behalf of an executive, especially within Undergraduate Studies and with the colleges and non-academic units on campus.. Communicates, coordinates, and maintains work flow on a daily basis with Undergraduate Studies directors, director’s assistants, Academic Operations Committee deans, Office of the President, Office of the Provost, and other administrative offices on campus as well as external offices. Maintains communication and coordinates work processes and strategies. Develops and maintains email list serves for communication with committees, groups, and task forces. Managing information from the generic us@tamu.edu email address and responds to inquiries in a timely and accurate manner.
  • Supervisory - Serves as an Office Manager. Trains and supervises student assistants on the following duties: reception duties, mail log system duties, file system duties, office procedures/policies duties, and miscellaneous other duties. 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.


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