Executive Administrative Assistant, Vice President of Academic and Student Affairs

Position Overview

The following is intended to describe the general nature and level of work being performed. This list of duties is illustrative only, and is not a comprehensive listing of all the functions and responsibilities performed.

Position Summary: The Executive Administrative Assistant is responsible for the routine operations of the office and the completion of recurring projects. This position reports to the Vice President of Academic and Student Affairs.

Supervisory Responsibilities: Involves leadership responsibilities, including occasionally directing others in the completion of assignments. Individuals may include work-study students, temporary support staff, part-time employees, or others temporarily assigned to the area of responsibility.

Duties and Responsibilities:

• Maintains the VPASA's calendar, schedules and coordinates meetings, greets visitors and members of the public, and promotes a positive image of the institution.
• Monitors the Faculty Load and Compensation (FLAC) process; enters appropriate compensation for adjunct and full-time faculty and works with unit Deans to ensure accuracy and compliance with required approval levels.
• Facilitates the Curriculum Committee, Catalog Committee, and other assigned committees, including creating meeting agendas and schedules, maintaining official meeting minutes, distributing meeting documentation in a timely manner, and maintaining a tracking matrix for each committee.
• Coordinates and maintains confidential faculty evaluation and personnel files, including working with unit Deans to ensure faculty evaluations are completed according to the FEC schedule; distributes and collects required forms, verifies that all necessary materials are included in personnel files, and ensures compliance with established deadlines.
• Maintains accurate and up-to-date databases for adjunct and full-time faculty.
• Assists the VPASA with the overall operations of the office by identifying and communicating potential issues and demonstrating initiative.
• Maintains strict confidentiality when handling sensitive information.
• Maintains budget records and financial documentation for the VPASA office.
• Independently prepares and composes reports, correspondence, and other administrative documents.
• Trains and supervises student hires and work-study students.
• Records and prepares accurate minutes for VPASA meetings.
• Manages the daily operations of the VPASA office, including preparing reports, requisitions, and vouchers; coordinating travel arrangements; and maintaining adequate office supplies.
• Reviews, sorts, and distributes incoming mail and correspondence to the appropriate individuals or offices.
• Performs general administrative duties, including typing, filing, verifying information, coordinating document flow, and scheduling events and facilities.
• Serves as an information resource for the office by responding to inquiries, answering telephone calls, taking messages, directing requests to the appropriate office, and returning calls as needed.
• Serves on the ENMU-Roswell Professional Staff Senate, Data Custodian Committee, and other committees as appointed.
• Maintains an organized electronic filing system, including Memoranda of Understanding (MOUs), Higher Learning Commission (HLC) documentation, and other official records.
• Coordinates with Deans and Human Resources regarding the annual faculty contract process and maintains accurate tenure-track status records.
• Develops and maintains the Academic Calendar in coordination with key campus departments.
• Coordinates and implements Advisory Board meetings.
• Performs other duties as necessary or assigned.

Minimum

Job Requirements:

• Bachelor's degree from an accredited institution and two years of related experience.
• Proficiency in Microsoft Office Suite applications, particularly Microsoft Word, Excel, and Outlook.

Knowledge, Skills and Abilities:

• Excellent interpersonal and communication skills, with the ability to effectively convey ideas, address problems, and provide instructions both verbally and in writing to ENMU-Roswell administrators, faculty, and staff.
• Ability to exercise sound judgment and make effective decisions.
• Ability to remain calm and respond appropriately and effectively in emergency situations.

• Work is primarily sedentary in nature and may occasionally require exerting up to 25 pounds of force and/or frequently or constantly exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.