Job Family Group:

Staff

Department/Office:

Center for Experiential Learning and Career Success (Katie Ramirez)

Time Type:

Full time

Compensation:

$17.91-$22.39

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:

United States of America (Non-Exempt)

Job Description:

Under minimal supervision, this position oversees, evaluates, and provides training for administrative assistants, graduate assistants, and student workers within their designated department. This position plays a pivotal role in ensuring the smooth execution of daily and cyclical operations, including fiscal budget preparation, administrative operations management, and documentation/report preparation.

Please submit a comprehensive resume detailing all work experience to be considered for this position.

Essential duties, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations may be made as required. Requirements are representative of minimum levels of knowledge, skills, and/or abilities. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

* Directs, coordinates and evaluates employees. Carries out supervisory responsibilities in accordance with all policies and applicable laws. Interviews, hires and trains employees. Plans, coordinates, assigns and directs work/projects to ensure accurate and timely completion of routine daily, cyclical and new operational tasks and policies. Creates work schedules and conducts performance appraisals, counsels and disciplines employees; and addresses complaints and resolves problems. Oversees the day-to-day operation of the department.

* Manages documentation, database maintenance and report preparation for the department. Completes required reports and surveys.

* Performs advanced, diversified administrative functions requiring a high degree of independent judgment. Handles time-sensitive matters that require concise problem solving and confidentiality. Processes complex information requests.

* Plans and oversees the department's initiatives, routine and special projects and other tasks that require independent decision making and a broad organizational perspective.

* Prepares and manages the department's fiscal year budgets/accounts. Provides monthly, quarterly and annual reports, forecasts and reconciliations that include any recommendations or alerts on expenditures.

* Prepares original and routine reports and correspondence for the department leadership, as needed. Coordinates the distribution, collection and processing of information to ensure compliance to the departmental policies. Interacts with members of the university community and the public.

* Provides administrative support for the department including managing calendars for the department leadership, making travel arrangements, processing department documents, scheduling events and overseeing other designated activities.

* Collaborates and coordinates with the department leadership in managing communications for the department to internal and external stakeholders.

* Performs other duties as assigned.

ADDITIONAL DUTIES

* Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.

* Complies with all Trinity University policies and guidelines.

EDUCATION & EXPERIENCE

Required:

* High School Diploma or equivalent plus seven (7) years of progressively responsible administrative/executive-level support experience. ~OR~

* Bachelor's degree from an accredited institution plus three (3) years of progressively responsible administrative support experience.

* Two years of supervisory experience.

Preferred:

* Experience as an Office Manager, Administrative Manager or Executive Assistant (or comparable position).

* Experience working with competing priorities and multiple time sensitive projects.

* Experience directly supporting leadership.

* Supervisory and leadership experience, budget development and management experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

* Expert knowledge in office management and administrative practices and procedures.

* Ability to manage people and processes effectively to achieve stated goals.

* Executive level verbal and written communication skills.

* Superior time management and organizational skills with ability to organize, prioritize and accomplish multiple tasks with strong attention to detail.

* Exceptional interpersonal and teamwork skills to facilitate productive and positive interactions with coworkers.

* Ability to collaborate and appreciate diversity of staff, faculty, students, alumni, Board Members and other external stakeholders.

* Advanced proficiency in Microsoft Office Suite (Word, Excel and PowerPoint) and commonly used software programs applicable to academic and business operations.

* Ability to display tact, diplomacy and professionalism and provide excellent customer service skills.

* Ability to use quantitative and qualitative information to plan, inform, evaluate and make decisions and recommendations to meet the department and the University goals.

* Ability to interact professionally with a diverse group of faculty, staff, students, alumni and external stakeholders.

* Ability to independently perform the wide range of supervisory, administrative and technical responsibilities associated with this position.

LICENSES/CERTIFICATIONS

None

OTHER REQUIREMENTS

All jobs require a current Criminal Background Check (CBC).

SUPERVISORY RESPONSIBILITIES

Supervisor over a section of a department or group of employees.

NUMBER OF DIRECT REPORTS

2 or More

NUMBER OF INDIRECT REPORTS

Varied

SUPERVISION RECEIVED

Limited supervision.

Operates independently.

INTERACTION

Works alone

Works with other employees

Customer contact

Alumni

Vendors

Public/Government Officers

COMPUTER SOFTWARE

Microsoft Excel, PowerPoint, Windows and Word

Google suite

EQUIPMENT

Computer

Copier

Scanner

SECURITY SENSITIVE

Each member of the faculty, staff and student body is responsible for carrying out campus regulations, procedures and practices and shall comply with federal, state and local laws related to security matters while on the campus or in the course of representing or conducting University activities.

ATTENDANCE STANDARD

Maintaining and satisfying minimum attendance requirements are an essential requirement of this position, including working all full-time regular hours as established by the supervisor in addition to any scheduled or emergency overtime.

INTERNAL CONTROLS

Within the scope of position duties, responsible for seeing that operations are effective and efficient, assets are safeguarded, reliable financial data is maintained, and applicable laws, regulations, policies, and procedures are complied with.

DECISION MAKING

Plan and perform highly complex or technical work where no procedures or standard methods are available.

BUDGET RESPONSIBILITY

Responsible for budget and expenditure authority of department.

FINANCIAL RESPONSIBILITY

Less than $25,000

PHYSICAL REQUIREMENTS

None

ENVIRONMENTAL CONDITIONS

General office environment

CHEMICAL EXPOSURE

None