Executive Assistant

The annual salary for this position ranges from $62,000 to $80,000. The final offer will be commensurate with the candidate’s relevant experience and qualifications.

Required
:

• Resume
• References (minimum of three)

The Executive Assistant provides comprehensive, executive administrative support for the Vice President for Student Affairs and the Division of Student Affairs office. Supervises an Administrative Specialist and student staff, while serving as a leader for the Division of Student Affairs administrative assistants support staff. Responsible for managing multiple calendars, projects, financial tasks, correspondence, and other administrative duties. Must be highly motivated, task-oriented, reliable, professional, capable of managing a complex workload, and able to prioritize tasks in a fast-paced office environment.

• Manage scheduling of conference rooms, work orders, time reports, contract process and other general office duties for the Vice President for Student Affairs primarily.
• Support other members of the Student Affairs leadership team within the VPSA office as circumstances demand.
• Oversee and maintain budget records for purchasing and related financial management processes for the VPSA, including reconciling monthly financial statements.
• Manage personnel transactions, requisitions, Pro Cards, student employees’ time, staff vacation and sick leave according to established policies and deadlines.
• Facilitate extensive executive outreach and external relations efforts on behalf of the VPSA, in coordination with the Administrative Specialist and other appropriate staff members.
• Manage/coordinate various events in support of the VPSA’s responsibilities, with emphasis on commencement-related activities.
• Compose correspondence and proofread documents for review and/or official signature (excused absence letters, contracts, resolutions, etc.).
• Handle numerous and significant confidential and sensitive materials.
• Manage logistics for several Student Affairs committees including Student Affairs Advisory Board, Handbook of Operating Procedures, Tuition Review, etc.
  Coordinate catering, meeting logistics and agendas for events, staff meetings, luncheons, receptions, retreats, etc.
• Coordinate and host quarterly meetings with administrative support staff across Student Affairs with a focus on professional development. Provide training, consultation, and general mentoring to the administrative staff across Student Affairs as the lead administrative staff member for the division.
• Develop, implement and maintain printed and digital filing system. Retain files according to records retention policy.
• Support Student Affairs email account and email listings.
• Facilitate the hiring of office vacancies.
• Process forms for recruitment, appointments, position changes, leave requests and terminations in People Soft.
• Provides secondary administrative support for the Hispanic Serving Institutions personnel and programming within Student Affairs.
• Performs other duties as assigned.

• Associate degree with a minimum of five (5) years increasingly responsible administrative experience, supervisory experience, knowledge of digital tools and office software applications and demonstrated financial understanding of budget management or seven (7) years of an equivalent combination of education and experience.

• Bachelor’s degree or equivalent with more than five years of increasingly responsible administrative experience, knowledge of digital tools, and other office software applications and demonstrated financial understanding of budget management.
• Experience with People Soft/UT Share.

• Proven…